Many organisations are still unaware of the true cost of their printing infrastructure. While paper and toner might seem like the only expenses, the reality is far more complex — and costly. From excessive energy usage to unmanaged print habits, hidden printing costs can quietly chip away at your bottom line.
At Insight Systems, we help businesses, schools, and public sector bodies eliminate waste and reduce costs through tailored Managed Print Solutions (MPS). Here's what to look out for – and how to take back control.
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Untracked Print Usage and Wasted Output
One of the most overlooked expenses in any workplace is unmonitored print behaviour. Whether it's printing unnecessarily in colour, using premium settings by default, or simply forgetting to collect a document, waste adds up fast.
Did you know? The average employee leaves 600 pages of uncollected documents at the printer every year.
Solution: Effective Print Management Software
Our print management solutions offer powerful usage tracking, reporting, and pull-print technology. Staff release print jobs at the device, eliminating forgotten output and securing sensitive documents. Plus, you can set rules and quotas to promote responsible printing across departments.
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High Maintenance and Downtime Costs
Old or mismatched devices often break down, causing IT bottlenecks and productivity delays. Some organisations even keep backup printers just in case.
Fact: Up to 29% of businesses stockpile printers to prepare for breakdowns – a costly and unnecessary approach.
Solution: Proactive Device Management
With Insight Systems, your print fleet is continuously monitored. We provide automated toner replenishment, predictive maintenance, and responsive support to reduce downtime and remove the burden from your IT team.
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Rising Energy Bills from Inefficient Devices
Legacy printers are not only slow but energy-hungry, especially when left in idle or standby mode.
Fact: Traditional printers can consume up to 40% of peak power demand even when idle.
Solution: Energy-Efficient Print Infrastructure
We help organisations transition to modern, energy-efficient printers like Epson Heat-Free Technology devices. These not only use less power but also reduce consumables and CO₂ emissions - perfect for sustainability goals.
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Time Wasted on Manual Print Tasks
Loading paper trays, chasing toner replacements, and fixing jams — these small interruptions lead to major productivity loss over time.
Insight: Many IT departments spend one-third of their time dealing with print-related issues.
Solution: Automation and Scalability
Insight's managed print solutions add high-capacity paper trays and automate toner supply. We ensure your print setup grows with your needs, allowing staff to stay focused on the tasks that matter.
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Security Risks from Unmanaged Devices
Unsecured printers pose a serious threat to data protection, especially in environments dealing with sensitive information like education or healthcare.
Fact: Unclaimed print jobs and outdated firmware can expose your network to cyber risks.
Solution: Secure Printing & Compliance
Our devices come equipped with user authentication, secure release, and compliance-ready features. From GDPR to school safeguarding standards, we've got your back. We're also proud to be Approved Suppliers on the Crescent Purchasing Consortium (CPC) Framework for Multifunctional Printers and Associated Products and Services.
Rethink Your Print Environment with Insight Systems
Printing doesn't have to be a financial drain. With Insight Systems' managed print solutions, you'll gain visibility, control, and long-term savings - all while reducing waste and boosting sustainability.
Ready to uncover what your current print setup is really costing you?
Book a Free Print Audit Today
We'll show you where the hidden costs are and how to eliminate them with our free print optimisation audit. Request your FREE print audit today or contact us online to see how our expert team can help your print environment.
