Aligning Managed Print Services with Corporate Environmental Goals

Sustainability is a critical component of corporate strategy. Most businesses are aware of the need to integrate sustainability into their strategy, but often have to overcome hurdles that slow things down. As companies look for ways to reduce their environmental impact, one area that is often missed is the print environment. Managed Print Services (MPS) offer a powerful solution to help organizations align their printing practices with their environmental goals. Explore how implementing an MPS program can support your company’s digital transformation and sustainability efforts.

Understanding Managed Print Services

Managed Print Services encompass a suite of services designed to optimize and manage an organization’s printing devices and processes. These services include the assessment, monitoring, and management of printers, copiers, scanners, and fax machines. By outsourcing these tasks to a specialized service provider, businesses can improve efficiency, reduce costs, and minimize their environmental footprint.

Benefits of MPS

• Significant cost savings by optimizing the print environment and reducing unnecessary printing.
• Enhanced productivity with streamlined print processes that improve employee efficiency and reduce downtime.
• Improved security to protect sensitive information.
• Reduced paper and energy usage, contributing to a greener workplace.

Aligning Managed Print Services with Environmental Goals

Reducing Paper Usage

One of the most direct ways MPS can support environmental goals is by reducing paper usage. MPS providers can help design print policies, such as setting default print settings to double-sided printing and black-and-white output. This can drastically cut down on paper use. Encouraging the use of cloud and digital document management systems further reduces the need for physical copies, promoting a paperless office environment. For instance, by switching to digital invoicing and internal communication, companies can significantly reduce their paper consumption.

In addition to these measures, educating employees about the environmental impact of excessive paper use is crucial. Awareness campaigns and training sessions can help instill a culture of sustainability within the organization. Providing regular feedback on paper usage and setting departmental targets can also motivate employees to be more mindful of their printing habits. Recognizing and rewarding teams that achieve significant reductions in paper usage can further encourage sustainable practices.

Energy Efficiency

Energy-efficient technology and practices in the print environment can significantly reduce a company’s carbon footprint. Utilizing energy-efficient printers, which are designed to use less power during operation, is a key strategy. Implementing sleep mode and power management features ensures that devices consume minimal energy during periods of inactivity. Choosing ENERGY STAR certified devices is another effective approach, as these printers and copiers meet strict energy efficiency guidelines. By adopting these measures, businesses can make substantial progress toward their energy conservation goals.

Sustainable Supplies and Materials

Using sustainable supplies, resources and materials is another critical aspect of aligning MPS with environmental goals. Opting for recycled paper and environmentally friendly inks helps reduce the environmental impact of printing. Proper disposal and recycling of toner cartridges prevent these items from ending up in landfills. Additionally, partnering with green-certified suppliers ensures that your entire supply chain supports your environmental goals. For example, sourcing paper from suppliers who practice sustainable forestry can contribute to conservation efforts.

Furthermore, companies can adopt a circular economy approach by encouraging the reuse of print materials where possible. Selecting an MPS provider that offers a take-back program for used cartridges or provides remanufactured or refurbished products can also reduce environmental impact. By choosing suppliers committed to sustainability, your business can ensure that the raw materials used in their printing processes are sourced responsibly, minimizing deforestation and habitat destruction.

Optimizing Print Infrastructure

Optimizing your print infrastructure can lead to significant environmental benefits. Conducting print audits helps identify inefficiencies and areas for improvement. Rightsizing your printer fleet—ensuring the right number of devices for your needs—reduces energy consumption and waste. Centralized printing solutions, where multiple users share a single, secure, high-capacity printer, can decrease the number of devices needed, leading to lower energy and material use. This approach not only enhances efficiency but also supports sustainability objectives.

Additionally, implementing user authentication for printing can significantly reduce unnecessary printing. By requiring users to authenticate before printing, companies can prevent accidental or unauthorized prints, thereby reducing waste. Analyzing print usage data can also help identify patterns and opportunities for further process optimization. For instance, high-volume printing tasks can be redirected to more efficient, central printers rather than individual desktop printers. Regularly updating and maintaining print devices ensures they operate efficiently and have a longer lifespan, further reducing the environmental footprint.

Steps to Implement Managed Print Services for Environmental Goals

1. Assess Current Print Environment

The first step in aligning print fleet and MPS with your environmental goals is to assess your current print environment. Conducting a print audit helps identify inefficiencies, unnecessary devices, and areas for improvement. This assessment provides a baseline from which you can measure progress and set realistic targets for reduction in paper and energy usage. A comprehensive print audit involves examining the types of printers and copiers in use, their energy consumption patterns, and the volume of print jobs. It also includes evaluating the types of documents being printed and identifying opportunities to digitize or streamline processes.

2. Set Clear Environmental Objectives

Once you have a clear understanding of your current print environment, it’s important to set clear environmental objectives. These goals should be specific, measurable, and aligned with your overall corporate sustainability strategy. For example, you print management might aim to reduce paper usage by 30% within a year or decrease energy consumption by 20% by upgrading to more efficient devices.

3. Choose the Right MPS Provider

Selecting the right MPS provider is crucial for achieving your environmental goals. Evaluate providers based on their environmental offerings and their ability to tailor solutions to your specific needs. A good MPS provider will offer energy-efficient devices, sustainable supplies, and robust recycling programs. They should also provide detailed reporting on your print usage and environmental impact, helping you track progress toward your goals. Consider providers with a strong track record in sustainability and a commitment to continuous innovation in green technologies security services.

4. Monitor and Review Progress

Regularly monitoring and reviewing your print usage and efficiency is essential for maintaining alignment with your environmental objectives. This involves tracking key metrics such as paper consumption, energy use, and waste production. Based on these insights, you can adjust your strategies as needed to ensure continuous improvement. Regular reviews also provide opportunities to celebrate successes and identify new areas for enhancement. Establishing a system for ongoing monitoring device management, such as monthly or quarterly reviews, ensures that you stay on track to meet your goals.

To effectively monitor progress, it’s important to leverage data and analytics tools provided by your MPS provider. These tools can offer real-time insights into print usage patterns, device performance, fleet management, and environmental impact. Creating detailed reports that highlight key metrics and trends allows you to make informed decisions and adjust strategies proactively. Engaging stakeholders in regular review meetings ensures that everyone is aligned and committed to achieving environmental objectives. Celebrating milestones and recognizing the efforts of employees and departments that contribute to sustainability goals can further motivate and reinforce positive behaviors.

Remember this...

Aligning Managed Print Services with your corporate environmental goals offers numerous benefits, including cost savings, improved efficiency, and a reduced environmental footprint. By implementing strategies such as reducing paper usage, enhancing energy efficiency, using sustainable supplies, and optimizing your print infrastructure and business processes, you can make significant progress toward your sustainability objectives. As businesses continue to prioritize environmental responsibility, integrating MPS into your sustainability strategy is a practical and impactful step toward a greener future. Align your print environment with your corporate environmental goals and contribute to a more sustainable world.