The Benefits of Managed Print Services for Schools and Colleges [Infographic]

Printing plays a central role in schools and districts, and that’s not likely to change any time soon. However, printing supplies are increasingly expensive, and most school districts across the country are facing shrinking budgets and increased pressure to provide a better experience for students and staff. 

At Marco, we often refer to managed print services as a technology “unicorn” because it helps pay for itself while also increasing security, reducing frustration, and saving time. That’s true for almost every business where printers are an important part of key workflows. But it’s especially true for schools and colleges. 

What’s the Managed Print Services ROI for Schools?

Managed print services (MPS) addresses many of the print-related issues and frustrations faced by school districts in one fell swoop. By working with a managed print provider, districts are able to uncover the ways in which their current print environment can improve. It's about evaluating and assessing your current needs and costs and then recommending the appropriate changes. 

We've worked with multiple districts to implement managed print services, and we've uncovered some common issues most schools and school districts face with their print environment. See if your school district exhibits the signs of a less-than-efficient print environment below.

How MPS Providers Quickly Reduce Printing Costs in Education

Let’s examine a few of those short-term benefits we featured in our infographic in a bit more detail. 

They Optimize School Printing Infrastructure

An excellent managed print provider will start by right-sizing and optimizing your equipment to help you save space and eliminate unnecessary electricity, supply, and maintenance costs. Where it makes sense, they will typically also suggest standardizing the equipment you use. 

Having a common equipment interface allows you to: 

• Get more consistent performance
• Simplify supply ordering and maintenance 
• Make training and onboarding easier for staff  

They Offer Predictable, Cost-Effective School Printing 

Not only do MPS providers help you cut costs quickly, but they also can help you achieve a predictable, consistent print budget. There are no surprises when a device suddenly needs repair or replacement — that’s all covered under your contract. 

And thanks to advances in print management software, you won’t have to worry about over- or under-ordering supplies. Automated supply ordering means you'll have just what you need at the time you need it. It can also help protect your school from toner pirates and other office supply scams. 

They Can Offer Mobile Printing Solutions for Schools

This is an especially helpful feature for colleges that want to offer more flexibility to students. But it’s also helpful for K-12 districts that want to help busy teachers initiate last-minute print jobs from anywhere, on any device. 

Their Software Includes Print Usage Analytics for Schools

Getting access to real-time analytics can help schools monitor for any signs of equipment misuse or excessive printing. But this kind of data can also help providers get valuable insight into how small changes here and there can help save their clients more over time. 

Speaking of… 

How Ongoing Printer Fleet Management for Schools Saves Even More

Although an MPS provider can save organizations money very quickly, this partnership continues to provide more and more ROI over time.

Comprehensive Usage Data Allows for Further Optimization

With comprehensive performance data, you can determine how to best position your print devices. For instance, if one printer experiences the highest usage, it might be wise to place your fastest, highest-functioning printer in that location. Similarly, if there's a location where the printer is rarely used, why not place an older, slower model there? 

You’ll Get Additional Cost Savings Over Time

The cost savings that accompany managed print services in education come from many areas. However, there’s one common (and frequent) occurrence at schools without managed print services: a staff member will buy toner for a single model, which then breaks. That previously purchased toner doesn't work in any of the school's machines, so it goes to waste. 

You’ll Free Up Your IT Team 

With managed print, IT staff who previously had to focus on print-related issues can spend their time in more valuable areas. Similarly, you can save time and alleviate stress for staff and students with easy, reliable access to printing.

You Can Reduce Paper Waste at Multiple Schools

By minimizing waste, you’ll eliminate unnecessary costs. But you’ll also be able to meet green initiatives. That’s great for the environment, but it’s also great for students. Just a small increase in school greenness is associated with higher test scores in mathematics and reading.

Finding a Provider With Experience in Education Printing Solutions

Every organization has different ways of working, but schools have a few unique printing needs. So it’s especially helpful to work with a provider that’s already familiar with what’s worked well, and not so well, at similar organizations. 

At Marco, we have a long history of working with K-12 schools and colleges and have partnered with cooperative purchasing organizations to simplify procurement. Click the link below to learn more about specific benefits for colleges and universities and get a few tips on finding the right provider.