Sustainability has become a central focus for businesses across the UK. From reducing carbon emissions to cutting waste, companies are under increasing pressure to operate responsibly and demonstrate their environmental commitment. Printing, although often overlooked, is an area where significant improvements can be made quickly and effectively.
Managed Print Services (MPS) offer a structured approach to achieving greener, more sustainable printing practices. By optimising print infrastructure, reducing waste, and promoting digital alternatives, MPS enables organisations to lower their environmental footprint while improving efficiency and cost control.
This article explains how Managed Print Services help businesses go greener, highlighting the environmental benefits, the technologies involved, and the long-term impact on sustainability goals.
Understanding the Environmental Impact of Office Printing
Office printing consumes more resources than many businesses realise. Paper production, toner manufacturing, energy use, and waste disposal all contribute to environmental impact. Even small inefficiencies can add up to large amounts of waste and unnecessary emissions over time.
Traditional print environments often involve outdated equipment, excessive printing, and poor visibility of usage. Employees may print documents unnecessarily, leave printouts uncollected, or use multiple personal printers that are energy-inefficient.
Managed Print Services address these issues by introducing visibility, control, and accountability into every stage of the print process. By analysing existing print behaviour and implementing smarter systems, MPS reduces waste, optimises resource use, and ensures that printing aligns with environmental goals.
Reducing Paper Consumption
One of the most direct ways MPS supports sustainability is by reducing paper use. Through detailed reporting and print tracking, businesses can identify departments or users with high print volumes and encourage more responsible behaviour.
MPS also enables automatic duplex printing, which prints on both sides of the paper by default. Many providers introduce print rules that prevent unnecessary colour printing or restrict certain document types to digital formats instead of hard copies.
Secure print release systems ensure that documents are only printed when users are physically present at the printer, reducing the number of unclaimed printouts left on trays. Collectively, these measures lead to a significant reduction in paper consumption, cutting both costs and waste.
Encouraging Digital Workflows
Managed Print Services are not just about printing more efficiently; they are also about printing less when possible. MPS supports digital transformation by integrating document scanning, storage, and workflow automation into the print environment.
Employees can scan documents directly into cloud storage or electronic document management systems, eliminating the need to keep hard copies. This promotes collaboration, improves accessibility, and reduces paper dependency across departments.
As more businesses adopt hybrid and remote working, these digital workflows allow staff to share and access information electronically, further reducing the need for printed documents.
Optimising Energy Efficiency
Energy consumption is another major contributor to the environmental impact of office printing. Older printers tend to be less efficient, drawing more power even when idle. Managed Print Services address this by rationalising and upgrading the device fleet.
Providers ensure that all installed equipment meets modern energy efficiency standards and includes features such as automatic sleep mode and power-down scheduling. Consolidating multiple desktop printers into a smaller number of shared multifunction devices also reduces overall energy usage.
By optimising placement and device operation, businesses can significantly lower electricity consumption while maintaining productivity.
Reducing Waste and Improving Recycling
Printing generates waste in the form of used paper, empty toner cartridges, and obsolete hardware. Without proper management, these materials often end up in landfill. Managed Print Services introduce structured recycling and waste reduction programmes that address this issue responsibly.
Most MPS providers offer cartridge recycling schemes that ensure used toner containers are collected, refilled, or recycled according to environmental regulations. Devices are maintained and upgraded to extend their lifespan, and when replacement becomes necessary, old units are disposed of in compliance with the Waste Electrical and Electronic Equipment (WEEE) directive.
These initiatives prevent harmful waste, reduce landfill impact, and help organisations meet their sustainability and compliance obligations.
Lowering Carbon Emissions
By reducing paper use, energy consumption, and waste, Managed Print Services directly contribute to lowering a company’s carbon footprint. Each sheet of paper not printed saves resources including water, wood, and energy used in production and transportation.
Modern multifunction devices provided through MPS are designed with sustainability in mind, featuring low-energy operation and reduced emissions. In addition, the consolidation of devices means fewer machines to manufacture, transport, and maintain, further reducing environmental impact.
MPS also enables remote monitoring, which minimises the need for engineers to make unnecessary site visits, lowering travel-related emissions. Together, these improvements create a more sustainable print ecosystem with measurable reductions in carbon output.
Supporting Environmental Reporting and Compliance
Sustainability reporting has become an important part of corporate governance. Many UK organisations now track and publish their environmental performance to demonstrate compliance and transparency.
Managed Print Services make this process easier by providing detailed analytics on paper usage, energy consumption, and waste reduction. These reports allow businesses to measure progress, identify areas for improvement, and document achievements toward environmental goals.
By aligning print management with sustainability objectives, MPS helps companies meet internal and external reporting requirements while building credibility with clients, investors, and regulators.
Promoting Sustainable Behaviour Among Employees
Environmental responsibility is most effective when it becomes part of company culture. Managed Print Services encourage sustainable behaviour by making employees more aware of their printing habits.
Usage reports, authentication systems, and print quotas remind users to think before printing, while secure print release prevents accidental waste. Over time, this leads to a cultural shift towards more mindful and environmentally conscious printing.
Combined with education and clear communication, MPS becomes an effective tool for engaging staff in the organisation’s wider sustainability mission.
Frequently Asked Questions (FAQs)
Can Managed Print Services really reduce our environmental impact?
Yes. MPS helps lower paper and energy consumption, minimises waste, and promotes sustainable practices across your organisation.
Will MPS require new equipment?
Not always. Existing devices that meet energy efficiency and security standards can often be integrated into the managed system, while older units can be replaced with greener models.
How does MPS help with environmental compliance?
MPS provides detailed reporting on usage, waste reduction, and recycling, helping you demonstrate compliance with environmental regulations and sustainability commitments.
Does MPS reduce energy costs as well as environmental impact?
Yes. By consolidating devices and using energy-efficient models, MPS reduces electricity use and helps lower energy bills.
Can MPS support our wider sustainability strategy?
Absolutely. MPS complements digital transformation, waste reduction, and corporate responsibility initiatives, providing measurable progress towards sustainability targets.
Conclusion
Sustainability is no longer optional; it is an essential part of doing business responsibly. Managed Print Services give organisations the tools to achieve meaningful environmental improvements while saving money and improving efficiency.
By reducing paper waste, optimising energy use, and introducing responsible recycling, MPS transforms printing from a source of environmental strain into a managed, sustainable process. For UK businesses committed to greener operations, Managed Print Services deliver both ecological and economic benefits, helping create a cleaner, more efficient, and future-ready workplace.