Why Are Schools Wasting Budget on Printing? Reduce Costs with MPS

The Silent Budget Drain You’re Not Tracking

Printing might seem like a small part of a school’s operations, but the truth is, it’s often one of the most overlooked costs. Thousands of pages are printed every month, and a large percentage of them are completely unnecessary. No one questions it. No one monitors it. Yet the costs quietly climb.

There’s no mystery here. When printing is unmonitored, people print freely. Combine that with old, power-hungry printers and a reliance on paper-heavy admin processes, and you've got a recipe for waste. Not just financial waste, but time and environmental resources too.

What’s Actually Going Wrong?

Uncontrolled Printing

Without print restrictions or visibility, both staff and students hit print without thinking twice. Colour copies are used when black and white would do. Pages get left on the tray. Entire documents are printed just to throw away. It adds up quickly.

Outdated Devices

Most schools still run outdated printers that use excessive ink and energy. These machines are slow, prone to breakdowns and cost more in repairs than they’re worth. They weren’t built for today’s needs, and they’re dragging budgets down.

Too Much Paper

From student forms to staff meetings and outdated filing systems, many schools still rely on paper when digital tools could do the job faster, cheaper and more securely. Paper is not just costly—it’s inefficient.

Security Gaps

Walk into any school office and you’ll probably see personal data left unattended on a printer. Without secure print release, anyone can pick up confidential documents. That’s a risk schools can’t afford.

The Shocking Truth: How Much Is This Costing?

According to the UK Department for Education, schools are spending up to 10% of their annual budgets on printing. That’s not a typo. Imagine what 10% of your school’s budget could be used for instead—upgrading laptops, hiring extra support staff or funding student development programmes.

Many schools don’t even realise this is happening because they don’t have the tools to measure it. That means thousands of pounds every year are wasted on ink, paper and broken machines without anyone knowing where the money went.

What Schools Gain with MPS

Visibility and Control

MPS gives you insight into exactly who is printing what. You can set quotas, restrict colour use and reduce volume without disrupting day-to-day work. When people know printing is being monitored, habits change.

Lower Energy and Ink Costs

Modern printers provided through MPS use less energy and ink, reducing both your utility bills and your carbon footprint. They also break down less often, which means fewer support calls and more consistent service.

Secure Print Release

With MPS, documents only print when a user authenticates at the printer. That stops sensitive information from being left unattended. It’s safer, cleaner and better for compliance.

Automated Toner Management

Never run out of toner again. MPS solutions track usage and automatically ship new toner when it's needed—no overordering, no last-minute panics.

Support for Digital Workflows

MPS isn’t just about print. It helps schools go paperless with scan-to-email, cloud storage integration and digital workflows. That means less waste, faster communication and more efficient admin.

Case Study: A Real London School Cut Costs by 32%

One secondary school in London implemented MPS and saw a 32% reduction in printing costs within the first year. By tracking usage, removing unnecessary printers and digitising outdated processes, they saved over £15,000.

That money went straight back into student resources, new laptops and improved classroom tools. It didn’t require a huge investment. It simply required the right system.