In today’s fast-paced business environment, printing might not be the first thing that springs to mind when organisations look to enhance productivity. Yet the print infrastructure still plays a surprisingly critical role in many office operations—whether in printing invoices, reports, compliance documentation or internal records. When that infrastructure is inefficient, ageing or unsupported, time, cost and risk creep into the workflow.

The first step in reducing friction around document output is to gain full visibility of all print devices, volumes, consumables, user behaviour and service levels across the organisation. This means auditing what printers and multifunction devices are in use, where they are located, how frequently they’re used and who is responsible for their maintenance and consumables. Without that clarity, print tasks become unpredictable: delays, errors, mis-routing, and even security gaps can undermine team performance.

Next, you’ll want to look at the end-to-end flow of what is printed — and why. Ask whether the print job is truly necessary, whether it could be captured electronically instead, or whether the output might be better handled through a secure mobile or cloud-print solution. By challenging every print request and reallocating tasks where possible, you can reduce both cost and waste. As one recent industry analysis shows, customers are increasingly expecting print-services partners to deliver workflow automation, data protection and cost-control, not simply supply toner and fix machines. Computer Weekly+1

Introducing a managed‐print programme doesn’t mean buying the latest machines alone. One of the most effective models is to outsource the entire print estate into a provider arrangement where the supplier monitors device health, tracks usage and automates replenishment of consumables. This approach frees internal IT and facilities teams from day-to-day print operations, enabling them to focus on value-added tasks. In this context, the term managed print services becomes especially relevant for businesses seeking a strategic partner rather than a one-off purchase.

Security is no longer optional when it comes to document output. Networked printers and multilayer devices are often overlooked endpoints—but they store data, communicate over the network and can become entry points for cyber attacks. With hybrid and remote working becoming the norm, threats around mobile printing, remote device access and firmware vulnerabilities are escalating. printinthechannel.co.uk+1 Ensuring print devices are part of your wider security strategy and applying access controls, encrypted transmissions and secure release workflows is now essential.

Sustainability and cost-control go hand in hand when you optimise printing environments. Energy consumption, consumables waste and paper usage all add up, not just financially but in environmental terms. An efficient approach might involve deploying modern low-energy inkjet devices for lighter workflows, reducing waste through rules-based output and extending device lifecycles. In fact, one commentary noted that the shift to hybrid workforces is influencing how organisations view printing, with savings opportunities emerging in device consolidation and intelligent routing. printinthechannel.co.uk+1

The human factor should not be overlooked. Engaging employees around print behaviours – for example printing double-sided, canceling unneeded jobs, routing to central hubs – drives both culture change and savings. Combining awareness campaigns with reporting dashboards allows businesses to monitor progress and hold users accountable. Over time, the insight gathered can inform policy decisions: which device makes sense for which team, where is print volume growing or declining, and where consolidation is possible.

Finally, choosing a partner or vendor is about more than hardware spec-sheets. Look for a firm that offers analytics and reporting, proactive service and remote monitoring, a clear roadmap for how the print estate will evolve and alignment with your business objectives. A supplier should help you treat the print fleet as a business-critical service rather than a cost centre.

In summary, printing still matters. By taking a holistic view of print workflows, device estate, security, sustainability and user behaviours, businesses can unlock productivity gains and cost savings. With the right strategy and partner in place, what might once have been a hidden drag on performance becomes a streamlined, controllable operation—and that makes all the difference.