Make it easy for people to do the right thing, to deliver savings while maintaining a positive user experience. Print management software enables you to harness the power of defaults – if black-and-white, double-sided print is set as standard, then you’ll cut paper use roughly in half, and save on coloured ink. It’s also possible to assign rules that prohibit certain actions and cap print volumes, to help ensure specific sustainability and cost objectives are met.

Our data shows that as much as 15% of companies’ print volume is actually unwanted – people sometimes mindlessly press ‘print’ and don’t even collect. Tackling this is an easy way to boost sustainability credentials. We recommend using a follow-me print system, where users have to enter a code at the printer itself in order for the document to be printed. You can also set this type of system to require authorisation from another member of staff, for example the user’s supervisor.

Follow-me print also has the benefit of removing the security risks associated with uncollected documents sitting on the printer – with the authorised user there to collect immediately, the printed data remains secure. Double authentication can be mandated for sensitive information, which helps ensure compliance with GDPR, as well as supporting the elevated security needs of companies in regulated industries.

Print hardware and software is in continuous development, and a lot of that innovation is focused around improved efficiency and increasingly rigorous eco-friendly credentials. New print devices, increasingly manufactured with sustainability in mind, allow you to increase performance and reliability while reducing costs and volumes, even after the costs of new equipment are factored in.

Does your business have a printer for every office space, every cluster, or even every desk? With digital-first practices gaining ground, the demand on printers is reduced, and they can be shared between more people, so shrinking your fleet of print devices can be achieved without impacting productivity. We regularly help clients achieve reductions of 30% or more by treating devices as strategic assets; fewer assets means a smaller carbon footprint as well as reduced costs.

Automating manual processes not only saves time and resource, but also reduces scope for error and increases employee satisfaction through the eradication of repetitive tasks. A good example is invoice sign-off – it’s not uncommon for PDF invoices to be printed out, to have them authorised by a wet ink signature, only to have that signed document scanned back into the system. E-signing technology takes time and complexity out of invoice processing, as well as boasting better sustainability credentials.

While all company communications – internal and external – used to be print-based or in-person, there’s now a raft of dynamic digital options available. New technology can help you deliver information in real-time and tailor the messaging for different groups, with instant updates easy to make. Digital signage, mobile apps and virtual meetings can all help to engage stakeholders effectively, and enable businesses to operate in a more agile and sustainable manner.