Why Schools are Replacing Printers in Classrooms with Centralized Solutions

Updated September 23, 2024

Schools and universities are constantly seeking ways to optimize resources and improve efficiency. One area where this is becoming increasingly evident is the approach to printing. The traditional model of having printers in classrooms is being re-evaluated in favor of more centralized solutions. This shift not only addresses cost concerns but also enhances the overall quality and accessibility of printed materials within the school. By moving away from printers in classrooms and instead transitioning to centralized printing systems, schools can streamline their operations and better support both teachers and students. Let’s take a closer look at how your school may benefit from taking a new approach to printing needs, including managed print services, large-format printers, and centralized print shops.

Rethinking your approach to printers in classrooms

Some schools are recognizing that a patchwork of printers in classrooms throughout the campus isn’t the most efficient way to handle their printing needs. Instead, they are adding print capabilities centrally to a campus building or the district office to support students and staff.

A managed print service (MPS) and a production-level printer can work together to streamline processes, reduce costs, and create a more centralized printing environment. With MPS, schools gain centralized control over their printing environments, ensuring that resources are allocated efficiently and that printing activities are monitored and optimized. Pairing this with a production-level printer allows schools to handle high-volume printing tasks, such as producing educational materials, event programs, test booklets, and administrative documents, in-house. This collaboration not only enhances the quality and consistency of printed materials but also reduces the need for outsourcing, leading to faster turnaround times and lower expenses. Additionally, the combination supports sustainability initiatives by minimizing waste and promoting the use of eco-friendly printing practices.

“We are finding that K-12 schools and universities are trying to standardize machines to a handful of models to help reduce costs, save resources, and be more environmentally friendly,” said Jeff Bernhardt, EO Johnson Account Executive.

How schools can utilize production-level printers

For the most part, a large-format production printer is what it sounds like. It’s a printer that prints onto a roll of material that is cut into individual sheets while providing crisp clean graphics. Think about jobs you might typically send to a commercial printer, and they may be able to be printed on-site instead with the addition of a production printer.

There are many ways visual representation enhances the educational experience, so there is no shortage of opportunities to utilize production-level printers in a more centralized educational print environment. Here are some applications to consider:

• Event posters. Display event posters for school musicals, fundraising activities, and awards ceremonies. These can be done on a variety of media from standard bond or art paper to durable outdoor vinyl banner material.
• Window clings. Get your message across while taking advantage of the sun shining in! You can print on media that is easy to hang and remove, and you can make it readable from the inside or out.
• Wall mountable prints. Bring awareness and recognition to your club and athletic participants by producing wall mountable prints that are self-adhesive and easy to put up and take down.
• School vehicle enhancements. Print information congratulating your club or sport team on their trip to a competition. The see-through media allows you to safely apply self-adhesive material to the windows of your school vehicle to let the public know about your students’ accomplishments.
• Classroom posters and hallway art. Welcome students every day with vibrant classroom and hallway decorations.
• Health and safety posters. Post reminders about handwashing, safety rules, and mental health tips.

Benefits of incorporating centralized printing in schools

When you think of all the printing needs throughout a school campus, it isn’t hard to see how managed print services and centralized print solutions benefit schools. Let’s look a little closer at the advantages of creating a centralized print solution in schools.

Cost savings.

Typically, printing in-house is less expensive than outsourcing. Keep in mind fees you typically see for shipping, delivery, and set-up charges.

Convenience and efficiency.

Print on your own timeline instead of needing to coordinate with outside vendors.

Support the teaching staff.

Show staff their printing needs are supported by the administration.

Improve your printer fleet.

Reduce your printing fleet with less printers in classrooms, along with reducing the number of service calls.

Support sustainability.

Minimize paper waste and eliminate unnecessary equipment through a strategic and simplified printing program with usage tracking.

Enhance your school environment.

Use printed graphics and posters to create an engaging school environment.

“We are working with a lot of K-12 schools and universities to enhance the quality of learning by using fewer printers, but those printers have more capabilities,” said Berhnardt. “For example, they would like color printing as a choice on more devices along with scanning features.”

Design a better print experience for your school

The transition from having multiple printers in classrooms to centralized printing solutions is a strategic move that offers numerous advantages for schools. By incorporating managed print services, production-level printers, and centralized print shops, schools can significantly reduce costs, improve efficiency, and enhance the quality of printed materials for both staff and students.

We have partnered with several universities and school districts who have seen the benefits of managed print services along with production-level printing in their school environment. As a managed print provider, our print experts can help you evaluate your current and future printing needs to see if it might be a good fit for your school district as well.