Printers, copiers, and other office equipment can be a constant headache for schools. From maintaining aging hardware to controlling printing costs, the burden of managing print can take away valuable time from important tasks.
However, partnering with a Managed Print Services (MPS) provider can help schools overcome these common challenges and unlock significant benefits. Partnering with a Managed Print Services (MPS) provider can help schools reduce expenses, improve efficiency, and focus their efforts on what matters most – delivering quality education. Here are six common printing challenges schools face and how a Managed Print solution can help.
Problem #1 High Printing Costs
One of the most significant problems schools face is the high cost of printing. Unmanaged printing can lead to excessive spending on paper, toner, and maintenance. These costs can strain school budgets, taking away funds from other important areas.
Solution: An MPS provider can help monitor and control printing expenses with proven strategies. For example, print quotas can limit the number of pages each student or staff member can print, reducing unnecessary usage. Usage tracking provides insights into who is printing what, allowing for better resource allocation. These measures not only save money but also promote responsible printing behavior.
Problem #2 Complex Resource Management
Managing multiple printers and copiers can be challenging. Juggling maintenance schedules, supply orders, and troubleshooting issues can create a burden on school staff.
Solution: Managed Print Services provide centralized management and maintenance, streamlining resource management. With MPS, schools can enjoy benefits such as automated supply replenishment and routine maintenance checks. This reduces downtime and ensures that all devices are running at their best.
Problem #3 Security Concerns
Protecting sensitive student and staff information should be a number one priority for all schools. Unsecured printing can lead to data breaches, putting confidential documents at risk.
Solution: Secure printing solutions, such as user authentication, will ensure that only authorized individuals can access printed documents. Data encryption techniques also protect confidential information during transmission and storage. These security measures help schools comply with privacy regulations and protect sensitive data from unauthorized access.
Problem #4 Environmental Impact
Many schools are trying to reduce their carbon footprint and promote sustainability. However, traditional printing practices can be harmful to the environment.
Solution: Managed Print Services advocate energy-efficient practices and eco-friendly initiatives. For instance, double-sided printing can significantly reduce paper consumption, while toner recycling programs minimize waste. By adopting MPS, schools can align their printing practices with their environmental goals and set a positive example for students.
Problem #5 Technical Support and Minimizing Downtime
Frequent printer issues can be a major source of frustration for school staff. Technical support and maintenance are important to make sure downtime is kept to a minimum and that devices are always running at their best.
Solution: Managed Print Services provide reliable technical support and regular maintenance to resolve printer issues. With proactive maintenance, schools can prevent potential problems before they escalate, ensuring smooth and uninterrupted printing.
Problem #6 Scalability and Adaptability
The printing needs of a school will evolve over time, requiring flexible solutions that can accommodate growth.
Solution: Whether it’s adding new devices or optimizing existing ones, an MPS provider ensures that printing resources align with the school’s needs. This scalability allows schools to manage their printing infrastructure without unnecessary expenses.
As schools face increasing pressure to do more with less, a Managed Print Services partnership can be a game-changer. By handing off the complexities of print fleet management to the experts, schools can reduce costs, increase productivity, and redirect valuable time and budget to educational priorities. From optimizing print hardware to automating supply replenishment, an MPS provider takes the headaches of managing print off your plate.
About TSG
The Swenson Group (TSG) is an award-winning Bay Area Managed Service Provider that has helped thousands of organizations achieve more by leveraging cost effective technologies to be more productive, secure and cost effective. Services include Managed Print, Document Management, IT Services and VoIP. Products include MFPs, Copiers, Printers and Production Systems, Software and Solution Apps. For the latest industry trends and technology insights visit TSG’s main Blog page.
