Many companies focus on digital transformation, cybersecurity and agile working – but one technology quietly draining budget, productivity and security is printing. According to Principal, unmanaged print environments “can quietly drain resources and expose your business to unnecessary risks”.
Here are five clear signs that your business should consider embracing a fully managed print service. We also explain how our services can step in to help.
If you can’t say exactly how much your company spends on toner, paper, maintenance and energy, you’re in the majority. Principal point out that many organisations underestimate the cost of printing.
Why it matters: Without cost-visibility, budgets get hit by surprise bills, inefficient devices and uncontrolled printing habits.
What we do: We start with a print / document audit: we map fleet size, device usage, cost per page, supplies and servicing. Then we provide a consolidated cost-structure and ongoing monitoring so you get transparency. This gives decision-makers the data they need to reduce print spend and embed accountability.
Principal highlight that using “a mix of old, mismatched printers and copiers” leads to inefficiencies and compatibility issues. Why it matters: Older devices cost more to maintain, break down more often, use more energy and support fewer modern workflows (mobile print, cloud, secure release). What we do: We help you consolidate your fleet: standardise devices, retire legacy hardware, deploy modern multifunction devices aligned to usage profiles. Our managed print service includes hardware refresh, supply management and device rationalisation so you improve performance and simplify support.
Frequent breakdowns, service calls and ad-hoc fixes may seem low priority – but they stall productivity. Principal say printer malfunctions don’t just affect one department; they “stall productivity across your organisation”.
Why it matters: Every minute a user is queuing for a printer, or the IT team is dealing with driver/toner issues, is time not spent on strategic tasks. Hidden downtime inflates cost and reduces morale.
What we do: We offer proactive maintenance, remote monitoring, automatic supply replenishment and rapid-response support. We take printer-related burden off your IT team so they can focus on high-value initiatives (security, infrastructure, business goals).
Printers are often overlooked in security audits – yet they carry data, are network-connected and may print sensitive documents unattended. Principal emphasise that if you haven’t implemented secure print release or user authentication “sensitive information could easily fall into the wrong hands”.
Why it matters: For legal departments, corporate clients, regulated sectors – print security, audit-trail, user authentication and secure document processing are critical. An unsecured print fleet can be a compliance risk, data breach source or audit weakness.
What we do: We integrate secure print solutions (PIN/proximity card release, follow-me print, encryption, usage tracking), embed print within your document security protocols and ensure your fleet is aligned to your compliance requirements (e.g., legal, financial, GDPR). For your legal-tech business audience this is a qualifier: the print layer must integrate seamlessly with your larger document/workflow stack.
Principal state that businesses increasingly prioritise sustainability, and a managed print service “can help” reduce energy use, consumable waste and environmental footprint.
Why it matters: Sustainability is no longer ‘nice to have’ – it is a board-level issue. Printing less, using efficient devices, optimising output and integrating with your wider ESG agenda can be a differentiator and cost-saver.
What we do: We help you adopt greener print practices: duplex printing, default greyscale, device power-saving modes, recycling of cartridges and hardware, and shift to digital where possible. We align print management with your sustainability targets so you reduce waste and energy while still delivering service.
Principal highlight that their Managed Print Service (MPS) is tailored to business needs, can reduce print costs by up to 30%, and includes cost control, productivity, security and environment benefits.
By working with us, you benefit from that same proven approach – combined with our deep understanding of IT & security, print/document workflows and (for legal clients) document automation. In short, we bring:
If any of these signs resonate with you, now is a good time to act. We recommend:
