The Role of Managed Print Solutions in Supporting Schools to be Sustainable

In an era where sustainability is a growing concern, schools are looking for ways to reduce their environmental impact. One area often overlooked in these efforts is printing.

Schools rely heavily on printed materials for administrative work, lesson plans, assignments, and communication with parents. However, inefficient printing practices contribute to waste, energy consumption, and unnecessary costs. Managed Print Solutions (MPS) offers a strategic approach to making school printing more sustainable, reducing paper waste, cutting energy usage, and promoting eco-friendly practices without compromising operational efficiency.

Understanding Managed Print Solutions

Managed Print Solutions (MPS) are services that help educational institutions manage their printing infrastructure more efficiently. They include:

1. Print Fleet Management – Monitoring and maintaining printers, copiers, and multifunction devices to ensure optimal performance.
2. Automated Supply Replenishment – Tracking toner and ink levels to automatically order replacements before they run out.
3. Cost Reduction & Budgeting – Analysing print usage to cut down waste, reduce unnecessary printing, and control costs.
4. Security & Compliance – Implementing secure printing, user authentication, and data protection measures to prevent unauthorised access.
5. Sustainability Initiatives – Encouraging paperless workflows, double-sided printing, and energy-efficient devices to reduce environmental impact.
6. Remote Monitoring & Support – Providing IT teams with real-time insights into printer status and resolving issues proactively.

MPS is particularly useful for environments with high-volume printing needs, as it streamlines operations, improves efficiency, and enhances document security while cutting costs. At Insight Systems, we're proud to work with local schools, colleges and universities to streamline printing operations as well as help meet sustainability targets.

The Environmental Impact of Printing in Schools

The environmental cost of printing in schools is significant. Consider these statistics:

• The average UK school prints over 1 million pages per year.
• Schools spend an estimated £60,000 per year on printing, with a large portion attributed to wasteful practices.
• Printing accounts for 10% of a school’s total energy use.

These figures highlight the need for a more structured approach to printing in schools—one that not only reduces costs but also aligns with sustainability objectives.

How Managed Print Solutions from Insight Support Sustainability in Schools

1. Reducing Paper Waste with Print Policies

One of the primary ways MPS supports sustainability is by implementing print policies that encourage responsible printing habits. Schools often experience excessive printing due to a lack of oversight. MPS can help enforce:

• Duplex printing (double-sided printing) as the default setting.
• Print quotas for staff and students to prevent unnecessary print jobs.
• Pull printing otherwise known as Follow Me Printing, is where documents are only printed when the user is physically at the printer, reducing abandoned print jobs. Users can send print jobs to a shared queue and securely release them from any enabled output device.

These small changes can significantly reduce paper usage and waste.

2. Energy Efficiency Through Printer Optimisation

Schools often have a mix of outdated and inefficient printers that consume excessive amounts of energy. MPS providers assess the existing printer fleet and replace inefficient devices with energy-efficient, multifunction printers (MFPs) such as those from Epson, that consolidate printing, scanning, and copying into one device. Modern MFPs also have features such as:

• Sleep mode and auto shut-off to reduce energy consumption when not in use.
• Eco-friendly toner technology, which uses less, or even no heat during printing.
• Cloud printing, which reduces reliance on physical documents.

By optimising the printer fleet, schools can significantly reduce their carbon footprint.

3. Minimising Ink and Toner Waste

Toner and ink cartridges contribute significantly to school waste. Many end up in landfills, causing environmental harm due to their non-biodegradable components. MPS helps reduce this issue by:

• Implementing toner recycling programmes to properly dispose of used cartridges.
• Optimising toner usage by using software that monitors ink levels and prevents overuse.
• Introducing remanufactured cartridges, which offer the same performance as new ones but with a lower environmental impact.

4. Encouraging Digital Transformation

While printing remains essential, schools can reduce their reliance on paper by embracing digital alternatives. MPS providers facilitate the shift towards paperless workflows, which include:

• Cloud-based document storage for easy sharing and collaboration.
• Electronic assignments and grading to reduce printed worksheets.
• Digital communication platforms for announcements, newsletters, and parent-teacher interactions.

These changes reduce print volume while improving efficiency and accessibility.

5. Tracking and Reporting for Continuous Improvement

One of the greatest advantages of MPS is the ability to monitor print usage through real-time tracking. Schools receive detailed reports on print trends, helping them:

• Identify areas of excessive printing.
• Set benchmarks for paper and energy reduction.
• Make informed decisions about further sustainability initiatives.

With clear data, schools can measure the impact of their print reduction efforts and adjust their strategies accordingly.

The Financial Benefits of Sustainable Printing

Sustainability efforts in schools should not only focus on environmental impact but also on financial savings. Schools that implement MPS typically experience:

• A 30% reduction in printing costs through better management and policies.
• Lower maintenance expenses by consolidating printers and reducing breakdowns.
• Fewer supply costs, as MPS ensures just-in-time toner and paper replenishment, preventing unnecessary stockpiling.

These savings can be reinvested into other areas of education, such as technology upgrades, student resources, or sustainability projects.

How Schools Can Get Started with MPS

For schools interested in adopting MPS, the process typically involves:

1. Conducting a Print Audit – Understanding current print usage and identifying inefficiencies.
2. Developing a Print Management Strategy – Setting sustainability goals and policies.
3. Implementing MPS Solutions – Integrating energy-efficient printers, digital workflows, and sustainable print policies.
4. Monitoring and Optimising – Using tracking tools to measure performance and make continuous improvements.

Transforming School Printing for a Greener Tomorrow

As schools strive to become more sustainable, Managed Print Solutions offer a practical and effective way to reduce waste, lower energy consumption, and cut costs. By implementing eco-friendly print policies, optimising printer fleets, and embracing digital alternatives, schools can make meaningful progress towards sustainability goals. Investing in MPS is not just an environmental decision—it’s a strategic move that enhances operational efficiency, reduces expenses, and creates a more sustainable learning environment for future generations.

At Insight Systems, our print management approach is upfront and hassle-free to ensure that you can carry out your daily tasks with printing peace of mind. If you’re interested in learning how we can help you reduce your school's print costs, get in touch today to speak to one of our friendly experts.