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As schools strive to provide quality education while managing their budgets, finding ways to reduce costs is always a top priority. One area where schools can cut expenses is in printing. With the advancement of technology, many different strategies can be used to reduce the cost of printing without compromising educational materials or student experiences.

Here are nine practical tips for reducing the cost of printing in schools:

  1. Promote Digitization: Encourage teachers and staff to embrace digital resources whenever possible. By using e-books, online assessments, and digital learning platforms, schools can reduce the need for physical copies of textbooks and printed worksheets.
  2. Implement Print Quotas: Set limits on the number of pages each student and staff member can print. By imposing print quotas, individuals will think twice before printing unnecessary documents, leading to a conscious reduction in paper, toner and ink consumption.
  3. Use Duplex Printing: Enable double-sided printing as the default setting on all printers. This simple change can instantly cut paper usage in half. Remind students and staff to print double-sided whenever possible.
  4. Encourage Paperless Communication: Embrace digital communication channels for memos, newsletters, and announcements. By using email, school websites, and social media platforms, schools can reduce the need for printed materials, saving both money and resources.
  5. Establish a Printer Maintenance Routine: Regularly clean and maintain printers so they are running at their best. Clogged print heads and other printer issues can result in wasteful printing and additional expenses. A printer maintenance routine can extend the lifespan of printers and reduce the need for repairs or replacements.
  6. Invest in Energy-Efficient Printers: When it’s time to upgrade printers, choose energy-efficient models. These printers consume less power during operation, resulting in long-term cost savings on electricity bills.
  7. Centralize Printing Services: Implement a centralized printing system where all print jobs go through a designated printer or print center. This allows for better control and monitoring of print usage, preventing excessive printing and reducing waste.
  8. Encourage Paper Recycling: Place recycling bins throughout the school for students and staff to dispose of used paper. By recycling paper, schools can reduce waste and potentially generate additional revenue through recycling programs.
  9. Consider Managed Print Services: Explore the option of partnering with a Managed Print Services provider. These companies specialize in optimizing printing infrastructure and can help schools reduce costs by implementing efficient printing practices and providing ongoing support.

Small changes can lead to significant savings over time. By using these strategies, schools can reduce their printing costs while still providing students and staff with the educational resources they need.

About United Business Systems

United Business Systems specializes in simplifying the complexity and management of office technology solutions for over 7,800 organizations nationwide. Services include Managed Print, Document Management and IT Services. Products include MFPs, Copiers, Printers and Wide Format Printers. UBS’s headquarters is in Fairfield, NJ with branch offices in Moorestown, NJ, Manasquan, NJ and New York.

For the latest industry trends and technology insights visit UBS’ main Blog page.

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