In today’s environmentally conscious world, sustainability isn’t just a buzzword – it’s a business imperative. One area often overlooked is printing and photocopying. Despite digital transformation efforts, many workplaces still have a reliance on paper. But sustainable habits, supported by modern tools and mindful culture, can significantly reduce waste in the stream, promoting positive environmental impact – and cost savings.
At the heart of this shift is a powerful combination: smart print management software and employee engagement initiatives like Key Digital’s Think Before You Print campaign.
The Hidden Cost of Unmanaged Printing
Without controls or oversight, office printing can quickly spiral. Unnecessary printouts, colour jobs when black and white would suffice, and forgotten documents left on printers all add up. Not just in terms of paper and consumables – but energy, maintenance and carbon footprint.
Worse still, employees often aren’t aware of the impact of their habits. That’s where a sustainable approach makes all the difference.
Step 1: Leverage Print Management Software
Sustainable habits start with visibility. Print management software like PaperCut or Epson Print Admin helps organisations monitor, control and optimise print usage. Here’s how it supports greener photocopying:
- User Authentication: Requiring users to log in at the device reduces uncollected jobs and adds accountability
- Rules-Based Printing: Automatically defaulting to double-sided printing or black-and-white helps enforce eco-friendly behaviour without relying on memory
- Usage Reporting: Departments can access detailed print reports, helping leaders identify areas for improvement
- Quota Management: Set limits on print volumes to reduce unnecessary output
Think of it as a smart assistant gently guiding your team toward better printing decisions.
Step 2: Win the Hearts & Minds of Your People
Technology is only part of the solution. Lasting change happens when people care. That’s why campaigns like Key Digital’s Think Before You Print are essential.
This initiative encourages employees to reflect before hitting ‘Print’ – asking simple but powerful questions like:
- Do I really need a hard copy?
- Is this the final version?
- Should I print this double-sided to save on paper use?
Posters, digital reminders and subtle nudges create awareness and shift culture. When people understand the why, they’re far more likely to change the how.
Step 3: Make It Easy to Do the Right Thing
Sustainable change should never feel like a burden. Combine thoughtful software with empathetic messaging:
- Place Think Before You Print prompts near devices
- Set up secure print release – jobs are only printed when users are present
- Celebrate team efforts with visual dashboards showing paper and CO2 saved
- Recognise eco champions who go the extra mile
These actions reinforce a culture of accountability and care, and turn everyday choices into moments of positive impact.
The Payoff: A Greener, Smarter Workplace
Sustainable photocopying habits aren’t just good for the planet – they’re good for business. Reduced print volumes lower costs, streamlined processes improve efficiency, and empowered employees feel proud of their contribution.
At Key Digital, we help organisations strike the perfect balance between productivity and responsibility. Our Think Before You Print campaign is a simple, cost-effective way to inspire meaningful change.
Want to build a greener print culture in your workplace?
Explore our Think Before You Print campaign or get in touch to learn how our managed print services can help.