How to Control and Reduce School Printing Costs in North Wales and the North West

Schools rely heavily on printing on a daily basis, from lesson plans and classroom worksheets to parent newsletters, safeguarding documents and general administration. While essential, print usage can quickly become one of the most overlooked budget drains in education. 

In 2026, with tighter school budgets and increasing sustainability targets, controlling print costs isn’t just helpful, it’s essential. 

Here are 5 ways schools in North Wales and the North West can reduce printing expenses while improving efficiency, reliability and sustainability. 

Understand Where Your Printing Costs Are Coming From 

Before you can reduce printing costs, you need visibility. 

Many schools are surprised to discover that: 

• A small number of users account for most print volume.  

• Colour printing is often overused when monochrome would suffice.  

• Older devices consume more toner and energy.  

• Untracked printing leads to unnecessary duplication. 

A simple print audit can highlight wasteful habits and identify where savings can be made quickly. 

Upgrade to More Efficient Printers and Photocopiers 

Outdated devices are one of the biggest hidden costs in school printing.  

Newer multifunction devices are faster, more efficient and significantly cheaper to run per page. 

Schools no longer need separate machines for every task. Instead, modern multifunction devices (MFDs) combine: 

• Printing  

• Scanning  

• Copying  

• Emailing directly from the device  

This reduces hardware costs, saves space and simplifies maintenance. 

Trusted manufacturers such as Canon, Ricoh, Toshiba and Lexmark offer robust, education-ready devices designed for high-volume environments. 

Switch to Managed Print Services (MPS) 

One of the most effective ways to control school printing costs is through a Managed Print Service. 

Instead of handling maintenance, toner orders and repairs separately, an MPS consolidates everything into one predictable service. 

A typical school MPS includes: 

• Delivery and installation of devices.  

• All toner, parts, and servicing included.  

• Remote monitoring and support.  

• Staff training and ongoing assistance. 

This removes unexpected repair bills and eliminates emergency toner purchases, helping schools’ budget more effectively throughout the year.

Reduce Waste with Smarter Printing Policies 

Simple policy changes can significantly reduce unnecessary printing: 

• Default to double-sided printing  

• Set black-and-white as the standard option  

• Restrict colour printing to approved users  

• Encourage digital document sharing where possible  

• Use print quotas for departments  

Even small behavioural changes can lead to large savings over time. 

Improve Device Placement and Workflow 

Poorly placed printers often lead to unnecessary printing or inefficient workflows. Schools should consider: 

• Centralised printing areas rather than multiple small devices.  

• Department-based devices for controlled access.  

• Fast, high-capacity printers in high-demand areas like staff rooms.  

A well-planned setup reduces queues, wasted prints and downtime.

Choose Flexible, Transparent Print Agreements 

Many schools are locked into restrictive contracts with hidden costs or unclear terms. This often leads to overspending on maintenance or unnecessary upgrades. 

A better approach is a clear, flexible agreement that allows schools to scale devices as needed without penalties or confusion. 

Work with a Specialist Education Supplier 

Schools benefit from working with providers who understand the education sector and its unique demands.  At Rawson Digital, we support schools across Northwest England, North Wales and surrounding areas with straightforward print solutions. 

We focus on: 

• Simple buy or lease options  

• Transparent agreements with no hidden costs  

• Reliable printers and photocopiers designed for schools  

• Ongoing support and maintenance  

This kind of specialist approach helps schools avoid unnecessary complexity while ensuring dependable day-to-day printing. 

Click here to learn more about how Rawson Digital can support your school in North Wales or the Northwest.