The Hidden Costs of Inefficient Printing: Why Unmanaged Print Environments Drain Time, Money, and Productivity

In many organisations, printing is seen as a background process - something that “just happens” as part of the daily workflow. Yet, behind the scenes, unmanaged print environments often carry significant hidden costs that go unnoticed until they begin to impact the bottom line.

While printing remains a necessary function, the real opportunity lies in integrating smart, cloud-ready devices that reduce waste and enable digital workflows. 

From excessive paper usage, unmonitored device output to poorly maintained equipment and fragmented supply orders, inefficiency in print management can quietly drain both resources and morale. Studies show that companies can spend up to 3% of their annual revenue on printing-related expenses. Much of that is wasted through outdated processes, untracked usage and reactive maintenance.

Today’s Kyocera devices go far beyond print. With embedded AI-assisted scanning, secure pull-print, advanced OCR, and hybrid-work capabilities pre-installed, organisations can accelerate their digitisation journey without adding complexity. These features enable teams to transition from paper-heavy workflows to streamlined digital processes, reducing risk, improving accuracy, and strengthening information governance across the business.

The real cost, however, extends beyond finances. When employees spend valuable time troubleshooting printer issues, waiting for output, or managing manual approvals, productivity suffers. Environmental impact also grows as paper waste increases, and IT teams become bogged down with managing devices instead of focusing on strategic priorities.

At Kyocera, we believe that smarter document management starts with visibility and control. Through our Managed Print Services (MPS), we help organisations take charge of their print infrastructure, focussing on optimising device usage, reducing waste, and creating measurable cost savings. More importantly, we enable teams to work more efficiently, securely, and sustainably.

An optimised print environment is not just about cutting costs; it is about creating a workplace where technology supports people, not the other way around. When print processes are simplified and intelligently managed, employees gain back time to focus on what truly matters: innovation, service, and growth.

This week, take a closer look at your clients’ print environments. The biggest inefficiencies are often the ones you cannot see. To help you uncover these opportunities, Kyocera invites you to explore a Print-to-Digital Assessment designed to identify how smart devices, digital workflows and content-migration strategies can transform operational efficiency.