Top Office Printing Challenges in 2026 and How Managed Print Services Solve Them
- Feb 6
- 3 min read
As UK businesses continue to adapt to hybrid working, rising operational costs, and increasing data-security demands, office printing remains a surprisingly complex and expensive part of daily operations.
From uncontrolled print spend to ageing devices and security vulnerabilities, many organisations face ongoing office printing problems without fully understanding the cause — or the solution.
In this article, we explore the top office printing challenges in 2026 and explain how Managed Print Services (MPS) can help UK businesses regain control, reduce costs, and future-proof their print environments.
Rising Printing Costs and Lack of Budget Control
One of the most common frustrations for businesses is the steady increase in printing costs. Toner, paper, maintenance call-outs, and replacement devices can quietly drain budgets — especially when printing is unmanaged.
Many organisations operate multiple printers across departments without tracking usage, meaning:
Devices are under- or over-utilised
Toner is ordered reactively
Energy-inefficient machines remain in use
Colour printing is unrestricted
Centralised printing devices improve workflow efficiency
How Managed Print Services Help
With Managed Print Services, businesses benefit from:
Print audits to assess current usage
Device consolidation to reduce waste
Automated toner replenishment
Monthly cost-per-page billing
Reporting dashboards to monitor consumption
Poor Visibility Across the Print Fleet
Many IT teams lack clear insight into how their printers are being used. Without reporting tools, it’s difficult to know:
Which departments print the most
Which devices break down regularly
Where colour printing is excessive
How much printing actually costs
This lack of visibility makes it almost impossible to plan upgrades, control budgets, or reduce waste.
How Managed Print Services Help
Managed Print providers deploy monitoring software that gives full transparency over:
Print volumes by user and department
Device health and uptime
Consumable usage
Environmental impact
These insights allow businesses to make data-driven decisions about their print fleet and introduce targeted cost-saving policies.
Security Risks and GDPR Compliance
Printers are now fully networked devices — which means they can present serious security risks if not properly managed.
Common threats include:
Uncollected printouts containing sensitive data
Unauthorised access to devices
Outdated firmware
Weak user authentication
Lack of audit trails
With GDPR requirements and cyber-security concerns rising, unsecured printers are a growing liability for UK organisations.
How Managed Print Services Help
A professional MPS solution introduces:
Secure print release via PIN or card
User authentication
Encrypted data transmission
Automatic firmware updates
Audit logs for compliance
Energy-efficient printers support environmental goals
Hybrid Working and Remote Printing Challenges
Hybrid working is now firmly established across the UK, yet many businesses struggle to manage printing for staff working from multiple locations.
Common issues include:
Employees unable to access office printers remotely
Inconsistent device setups
Home printers falling outside IT control
Security risks when printing off-site
How Managed Print Services Help
Modern Managed Print Services incorporate cloud-based printing solutions that enable:
Secure remote print submission
Mobile printing
Centralised management across sites
Consistent security policies
Seamless scanning to cloud platforms
This ensures employees can work productively wherever they are — without compromising security or control.
IT Teams Spending Too Much Time Fixing Printers
Printer issues remain one of the most frequent helpdesk tickets for IT departments. Paper jams, connectivity problems, driver updates, and toner shortages can consume valuable technical resources that should be focused on strategic projects.
How Managed Print Services Help
With MPS in place:
Devices are monitored remotely
Faults are often fixed before users notice
Engineers are dispatched proactively
Toner is delivered automatically
Firmware is kept up to date
This significantly reduces IT workload and improves uptime across the business.
Sustainability Pressures and Environmental Targets
Sustainability is now a key priority for UK organisations, with increasing pressure to reduce carbon footprints and waste.
Printing can be environmentally intensive if unmanaged, particularly when:
Single-sided printing is standard
Old devices consume excess power
Paper waste goes unchecked
Toner recycling is inconsistent
How Managed Print Services Help
An effective MPS programme supports sustainability through:
Energy-efficient devices
Duplex printing defaults
Usage monitoring
Paper reduction strategies
Recycling schemes
This allows businesses to meet environmental goals while also lowering operational costs.
Why Managed Print Services Are a Strategic Solution in 2026
Rather than reacting to problems as they arise, Managed Print Services take a proactive, strategic approach to office printing.
Benefits include:
Predictable monthly costs
Improved device uptime
Stronger document security
Reduced environmental impact
Scalable solutions as businesses grow
For many UK organisations, MPS has become an essential part of wider IT and workplace transformation strategies.
Office printing challenges are unlikely to disappear — but with the right approach, they can be controlled.
By implementing Managed Print Services, UK businesses can eliminate hidden costs, strengthen security, reduce IT strain, and create a more efficient and sustainable print environment.
If your organisation is struggling with uncontrolled print spend, ageing devices, or security concerns, now is the time to reassess how your print infrastructure is managed.
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