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6 Reasons Managed Print Services Are Essential for K-12 Schools The educator’s guide to controlling print costs
With smart approaches to printing, today’s schools drive significant changes to reduce expenses and improve their environmental impact.
6 Reasons Managed Print Services are Essential for K-12 Schools Accounting for up to 10% of a school’s annual budget and consuming nearly six million pages of paper, document printing is spiraling out of control for many of today’s K-12 schools. This snapshot of excessive spending on paper and toner each month is alarming considering teachers oftentimes purchase classroom supplies with their own money and school boards painfully cut critical programs in favor of such expenditures.
high-demand areas, removes redundant devices and replaces aging devices with streamlined, cost effective Samsung multifunction printers.
As a result, school districts and administrators are using this information as a catalyst for change -turning to Managed Print Services (MPS) as a way to reduce their carbon footprint and reclaim much needed funds.
• Makes every second count with more reliable and easy to use document production • Dramatically cuts printer maintenance and IT support, ensuring teachers spend more time in the classroom and less time fixing paper jams and clearing the print queue • Features dashboard technology that allows faculty members to remain in control of the print environment • Reduces energy usage
What is Managed Print Services? Designed to make the most out of staff, processes and technology, Managed Print Services is an integrated solution that puts the right devices in place to meet academic needs. It optimizes all aspects of the print environment (printers, copiers, scanners, fax machines and toner), resulting in fewer and more energy efficient machines. Through MPS, the average school can cut costs by as much as 30% without significantly changing office procedures. Understanding the Process Step 1: Audit Your Print Fleet In a typical academic setting (without MPS), it’s easy to end up with a diverse mix of devices in a printing fleet. Not just a variety of equipment but a variety of capabilities, brands, and vendors, each one with service agreements, configuration settings and features that have to be managed typically by the IT department. With MPS from NWN, all of those headaches are a distant memory. After analyzing a print fleet, our MPS team repositions existing equipment to
The result is an optimized fleet with similar capabilities, settings and support. Each device features the same proactive supply replenishment, preventative care and onsite maintenance. This unified user experience:
Step 2: Add Another Layer of Control with Print Strategies Print strategies are a simple way for schools to regain control of the print environment. Similar to a blueprint document, they help identify the ideal technology mix to lower costs, reduce paper consumption and improve workflows. For example, administrators can direct specific print jobs to the most cost-effective device, send reminders when toner is running low and require users to print double-sided documents or restrict color printing. Additionally, they can set departmental budgets and receive detailed reports on user and device usage. All of these incremental - technology driven pieces - are important in a print strategy and work together to save hidden costs, like time and
resources.
Benefits of Adding MPS At Your Campus
Right Size Your Print Fleet
Lower Total Cost of Printer Ownership
Greater Operational Efficiency
Improve Workflows
Boost Productivity and Staff Satisfaction
6 Reasons K-12 Schools Need Managed Print Services 1. Immediate Cost Savings. Schools typically fall into one of two categories, either they order too many supplies or too few. When educators order too many supplies, they end up creating unnecessary overhead costs and storage concerns. When there is a lack of supplies, there is a productivity cost due to forced downtime. MPS from NWN can monitor devices and automate shipment of toner based on needs, eliminating frustration and cutting costs. 2. Gain Visibility. Knowledge is power, especially when it comes to document printing. Schools who establish usage reports can see the actual costs of printing broken down by department, location and user. This data helps both identify faculty members who may be printing too much and determine whether policies need to be added to make duplex or black and white printing the default setting. 3. Effortless Printer Maintenance. Printer maintenance is often at the bottom of most school’s to do list. As a result, irregular maintenance can cause equipment breakdowns and shorten the lifespan of devices. Fortunately with MPS from NWN, every aspect of preventative care and onsite repair are included at no additional cost. Schools no longer have to pay when a printer goes down or manage service calls. MPS devices, like Samsung multifunction printers, just work. 4. Support Go Green Initiatives. Schools have a responsibility to lead the way in protecting the environment. Through sustainable MPS initiatives, schools can suggest simple employee print guidelines to save paper, recycle non-collected print jobs, opt to upgrade to more energy-efficient devices and participate in programs that recycle old equipment and toner. 5. Free Up IT Resources. In an academic setting, the majority of IT calls are print related including paper jams, toner requests and network issues. MPS provides the opposite experience with devices that run well without demanding support from IT, such as Samsung’s MultiXpress multifunction printer line. This frees up technical resources to work on the more pressing and ever present classroom issues that impact learning. 6. Simplify Budgeting. One of the goals of MPS is to make print costs easier to manage with fixed, monthly costs and straightforward billing. These strategies make it simpler for administrators, on a school level, and planning committees, on a district level, to forecast future costs and stay organized.
For every $1 spent on printing — for toner, ink and other supplies — organizations spend another $9 to manage the printing environment.
Each year, the average K-12 school spends between $30,000 and $50,000 on paper alone.
Approximately 5,955,000 pieces of paper are consumed annually at every school in the US. This is the equivalent of 74 trees.
Managed print services can dramatically reduce waste and save schools up to 30% of their print costs.
Summing it Up Across K-12 campuses, educators and administrators struggle to control document print volume and costs. Often unaware of how simple fixes, like optimizing printers and being more conscience and purposeful about printing, can significantly stretch their budget each month. Today’s powerful, eco-friendly MPS devices play a pivotal role to not only help schools become more efficient with their time and resources but in providing a solid foundation for future savings.
About NWN NWN is a leading expert in managed print services, print strategy and implementation. Serving hundreds of K-12 school systems across the country, we understand the context, planning cycles, and unique pressures our K-12 education customers face. To learn more about we can help you control your entire print environment, visit our Managed Print Services overview page or contact us directly. We’re here to help!
