How Managed Print Services Help Schools Cut Costs and Improve Efficiency
Written by: Jim Haney
Why Schools Are Rethinking Printing
From elementary classrooms to university campuses, schools are under pressure to maximize resources. Printing—while essential—is rarely managed strategically.
Without oversight, schools face:
- Untracked print volumes
- High per-page costs from desktop printers
- Emergency supply purchases
- IT teams overwhelmed by printer issues
It all adds up to lost dollars, wasted time, and preventable environmental impact.
What Is Managed Print Services (MPS)?
Managed Print Services (MPS) is a structured approach to managing your entire print environment through a single partner—devices, supplies, service, and print behavior.
MPS providers like Doceo handle:
- Ongoing maintenance and support
- Device right-sizing and placement
- Toner/supply fulfillment
- Security updates
- Usage reporting
It’s not just outsourcing—it’s a strategic shift in how your school approaches print infrastructure.
What Are the Costs of Unmanaged Printing?
According to data from the International Data Corporation (IDC) and Gartner:
- Printing accounts for 1–3% of an organization’s annual revenue.
- Up to 50% of print output is unnecessary or unclaimed.
- IT departments spend 15–20% of help desk calls on printer-related issues.
In education, where every budget line is scrutinized, that’s a substantial loss of funds and focus.
6 Ways MPS Reduces Print Costs in Schools
1. Fleet Optimization
MPS begins with a full assessment of your current printers—how many you have, where they’re located, and how they’re used.
Outcomes include:
- Consolidation of redundant devices
- Elimination of outdated, energy-hungry units
- Strategic placement of multifunction printers (MFPs)
This reduces the total cost of ownership (TCO), simplifies support, and cuts down on supply variety.
2. Automated Toner and Supply Management
Manual supply ordering leads to:
- Overstocking supplies that expire or go unused
- Emergency purchases at inflated prices
- Lost instructional time waiting on deliveries
MPS platforms track toner levels and automatically deliver the correct supplies just in time—not too early, never too late.
3. Secure, Accountable Printing
Print jobs can be set to “hold” until users authenticate at the device via badge, PIN, or credentials.
This prevents:
- Forgotten or abandoned print jobs
- Sensitive documents sitting unsecured
- Waste from duplicate or accidental prints
It’s especially important in schools handling personal student records or financial aid documentation.
4. Usage Analytics
MPS provides detailed, visual reports showing:
- Print volumes by user or department
- Device performance and utilization
- Opportunities for further cost control
These reports help administrators set policies, identify inefficiencies, and adjust quotas to reduce unnecessary printing.
5. Proactive Maintenance and Monitoring
Printers are monitored in real-time. If a device signals low toner, excessive wear, or error codes, service can be dispatched automatically—often before staff even notices a problem.
This minimizes classroom disruptions, avoids downtime, and reduces costly emergency repair calls.
6. Sustainability and Environmental Impact
Many school districts now have clear sustainability mandates. MPS supports those goals by:
- Reducing paper waste through duplex and quota settings
- Installing energy-efficient devices (e.g., ENERGY STAR® certified)
- Recycling toner cartridges through responsible programs
When print is truly managed, schools can align their operations with green standards—without sacrificing performance.
What Does MPS Implementation Look Like?
At Doceo, implementation follows a transparent, step-by-step process:
1. Print Environment Assessment
We evaluate your current devices, usage, and supply spend.
2. Strategic Recommendations
We provide a tailored plan to consolidate devices, streamline usage, and reduce costs.
3. Onboarding & Training
Our technicians handle deployment, training your staff on new policies and tools.
4. Ongoing Monitoring & Support
Your devices are proactively maintained, supplies are automatically shipped, and you receive monthly reporting.
This isn’t a one-time fix. MPS is a long-term partnership that evolves with your school’s needs.
Common Questions About MPS in Education
How much can schools save with MPS?
Industry research suggests organizations save 20–30% on average through Managed Print Services by reducing unnecessary print volume, energy use, and maintenance costs. Specific results vary based on current practices.
Do we need to replace all of our printers?
No. A good MPS provider evaluates your existing devices and works with what you have when practical. Upgrades are recommended only when cost-justified.
Will MPS support our existing software systems?
Yes. MPS integrates with common student information systems (SIS), administrative tools, and secure print protocols to protect sensitive data.
Is this service only for large districts?
Not at all. MPS scales well—from individual schools to large systems. Whether you’re managing 10 printers or 200, the benefits apply.
Final Thoughts: MPS Is a Smart Investment in Education
Most schools don’t think twice about printing—until the budget’s tight or a copier breaks during testing week.
But with Managed Print Services, you gain:
- Control over your print costs
- Insight into usage habits
- Reliability from proactive service
- Efficiency for IT teams and staff
- Support for sustainability efforts
When properly implemented, MPS helps schools do more with less.
📞 Want to Know What Your School Could Save?
Let’s find out—risk-free. Doceo offers complimentary print assessments to help schools understand their current costs and opportunities for improvement.
🖨️ Schedule your free assessment: https://mydoceo.com/
📞 Or call 888-757-6626 to speak with a local expert.
Proven Technology. Proven People.
