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The Hidden Costs of Unmanaged Printing

Businesses are always on the lookout for ways to cut costs and boost efficiency. One area that’s often overlooked—but can have a huge impact on both your budget and productivity—is printing. Many businesses have unmanaged printing systems, unaware of the hidden costs that are quietly building up every day. In this post, we’ll highlight these costs and explain how Principal can help you tackle them through their Managed Print Services (MPS).

1. Wasted Supplies and Excessive Printing

Without a managed print system, businesses often see uncontrolled use of paper, ink, and toner. Employees may print unnecessary documents, use costly colour ink when black-and-white would do, or forget to collect print jobs that end up being thrown away. These small inefficiencies add up over time, leading to higher-than-expected costs.

Example:

Colour printing is typically 10 times more expensive per page than black-and-white. If not controlled, this expense can spiral.

2. Unmonitored Print Volumes

In an unmanaged environment, there’s little oversight of print volumes across departments or individual users. This lack of visibility makes it hard to spot who’s using more resources than necessary or misusing the system. Without proper data, it’s nearly impossible to implement policies to control overprinting.

Example:

A single employee printing hundreds of personal documents or marketing materials without authorisation can cause a significant increase in print costs.

3. Frequent Printer Downtime

Unmanaged print environments are more prone to frequent printer breakdowns and long delays in repairs. When a printer goes offline, productivity grinds to a halt as employees wait for documents to be printed or find other ways to get their jobs done, causing widespread workflow disruptions.

Example:

A printer failure during an important client meeting or a time-sensitive project can delay key tasks and disrupt the whole team.

4. High Energy Costs

Older or inefficient printers often use more electricity than necessary, especially when left on continuously, even during periods of inactivity. Many businesses don’t track the energy consumption of their printers, leading to unnecessarily high utility bills.

Example:

A fleet of outdated printers running around the clock can inflate energy costs by hundreds of pounds every year.

5. Inefficient Use of Employee Time

When employees have to manage printer maintenance, order supplies, or troubleshoot printer issues, they are taken away from their core tasks. This misuse of time can seriously impact productivity and delay important business operations.

Example:

An IT team that spends hours fixing printer issues rather than focusing on critical projects can slow down overall business performance.

6. Security Risks and Data Breaches

In an unmanaged print environment, sensitive documents are often left unattended in printer trays, exposing them to unauthorised access. Unsecured printers can also provide an entry point for cybercriminals, leading to data breaches and regulatory compliance violations.

Example:

Confidential client information or internal business plans could be compromised if left unclaimed on a shared printer.

7. Uncontrolled Outsourcing

Without proper management, businesses often outsource large print jobs unnecessarily when in-house printing could be a more cost-effective solution. External vendors typically charge premium rates for rush jobs or specialised printing, leading to higher costs.

Example:

Sending marketing materials to an outside printer could cost significantly more than printing in-house, especially if the right management and resources were in place.

8. Inconsistent Print Quality

Unmanaged print environments often lead to inconsistent print quality, either due to outdated equipment or the use of incompatible supplies. Poor print quality can impact the professionalism of marketing materials, reports, or client-facing documents, potentially harming your company’s reputation.

Example:

Presenting a proposal with low-quality printouts or misaligned graphics could leave a poor impression on prospective clients.

The Solution: Managed Print Services (MPS)

Principal’s Managed Print Services (MPS) offer a comprehensive solution to eliminate these hidden costs, providing businesses with greater control over their printing processes. With Principal’s MPS, you can reduce waste, monitor print volumes, maintain equipment proactively, and enhance security. Principal helps companies save up to 30% on printing costs, improve workflow efficiency, and protect their print environment from potential security risks.

By investing in Principal’s Managed Print Services, you can eliminate these hidden costs, gain better transparency, and streamline your printing operations. Ready to take control of your printing and save money? Contact Principal today and discover how our tailored MPS solutions can transform your business.

Talk to our experts and optimise your print setup today

Principal can help you with all of your office print requirements, call us on 0333 240 8130

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