Many UK businesses are printing far less than they did a decade ago. Hybrid working, cloud storage and digital workflows have reduced reliance on paper, but lower print volumes do not always mean lower costs.
In fact, businesses are often surprised to discover that ageing printers and photocopiers continue to generate unnecessary expense through maintenance, energy consumption, downtime and lost productivity.
At SBM Digital, we regularly help organisations identify hidden costs within their print environments and find smarter, more efficient ways to manage document workflows.
Print volume is only part of the story
Most organisations monitor how much they print, but page counts only tell part of the story.
The true cost of printing can include:
- Equipment repairs and maintenance
- Energy consumption
- Consumables and waste
- IT support time
- Employee downtime
- Security and compliance risks
As businesses focus on efficiency and sustainability, these hidden costs are becoming increasingly important.
The hidden cost of older printers and copiers
A printer that still functions may seem cost-effective, but older devices often become more expensive to run over time.
Common issues include:
- More frequent breakdowns
- Higher energy usage
- Slower performance
- Increased downtime
- Limited reporting and security features
Modern multifunction devices provide greater efficiency, improved security and better visibility of usage, helping businesses reduce waste and streamline document processes.
Energy Costs Matter
Rising energy costs continue to challenge businesses across the UK, making office equipment efficiency more important than ever.
Many older devices consume power even when not in active use. Modern devices typically offer:
- Energy-saving modes
- Lower electricity consumption
- Reduced carbon emissions
- Improved consumable efficiency
Upgrading a print fleet can therefore support both cost reduction and sustainability objectives.
The productivity cost nobody measures
One printer issue may only waste a few minutes but repeated across an organisation the impact can be significant.
Whether it’s paper jams, toner shortages or employees walking to alternative devices, these small disruptions affect productivity and create frustration.
A well-managed print environment helps employees stay focused on their work rather than troubleshooting print problems.
How Managed Print Services reveal hidden waste
Many businesses have limited visibility of their actual print costs. Managed Print Services (MPS) provide detailed insight into:
- Device usage
- Fleet efficiency
- Energy consumption
- Service call frequency
- Consumable usage
- Print behaviour across departments
This often reveals opportunities to reduce costs while improving reliability and user experience.
Is Your Print Fleet Still Fit for Purpose?
Printer fleets that were fit for purpose five years ago may no longer reflect today’s hybrid working patterns. Regular fleet reviews can help:
- Remove underused devices
- Reduce unnecessary expenditure
- Improve sustainability
- Strengthen print security
- Align technology with current needs
Businesses are often surprised by how much waste and inefficiency a review uncovers.
Book your free Print Cost Review
Printing less is only part of the equation. To control costs effectively, businesses need to understand the full picture, including maintenance, energy consumption, productivity and fleet performance.
At SBM Digital, we help organisations across Shropshire, the Midlands and the UK gain greater control over their print environments.