What Makes Total Print Management a Smarter Choice for Businesses?

Wednesday, 11 June 2025

Printing may seem like a simple everyday task, but for many businesses it’s one of the biggest hidden drains on resources. From paper waste to untracked costs and ongoing device issues, unmanaged printing quickly adds up to a frustrating and expensive problem.

That’s where Total Print Management comes in. Instead of leaving your print environment unchecked, this smarter approach gives you control, reduces costs, improves security, and keeps your workflows running smoothly. Bates Office provide businesses with tailored print solutions that deliver long-term value through efficiency, sustainability, and expert support.

The Hidden Costs of Traditional Printing

Traditional print setups can be deceptively expensive. Without proper oversight, your business could be spending more than necessary on supplies, repairs, and wasted output.

Here are the most common hidden costs you might be facing:

Excessive paper waste: Employees often print unnecessary copies or forget to collect documents, wasting both paper and toner.
Untracked usage: Without clear reporting, it’s impossible to know where printing budgets are leaking.
High energy bills: Older or inefficient devices consume far more power than modern alternatives.
Frequent breakdowns: Printers that aren’t regularly maintained can break down, creating downtime and repair expenses.
Unnecessary devices: Having too many printers across the office increases costs without delivering real benefits.

These issues might seem small individually but combined they create a significant financial burden.

How Total Print Management Reduces Business Expenses

With Total Print Management, every device and process is monitored and optimised. This makes it easy to cut out waste, consolidate hardware, and reduce supply costs. By introducing smarter systems, you’ll not only save money immediately but also avoid long-term overspending.

Think of it as creating a print environment that works harder for your business while costing less.

How Can Total Print Management Keep Your Team Moving?

Unmanaged print environments slow your people down. When devices break unexpectedly, queues build up, or supplies run out, employees lose valuable time and momentum. These interruptions might feel small in the moment, but over days and weeks they can add up to serious inefficiencies across the business.

Total Print Management takes away these frustrations by putting the right systems in place to keep everything running smoothly. Instead of staff battling with printers or waiting for IT support, they can focus on the tasks that matter most.

Here’s how Total Print Management improves daily workflows:

Centralised print queues: Prevent bottlenecks and ensure employees don’t waste time at busy devices
Automated supply ordering: Keep toner and paper stocked automatically, so you never face delays

Device monitoring: Spot potential issues before they cause downtime or disrupt your operations

Simplified user access: Make printing straightforward and stress-free for all staff.

The result? A workplace where printing supports productivity rather than blocking it. Teams can move faster, avoid unnecessary frustration, and channel their energy into achieving results.

Total Print Management and Security Control

Printing is often overlooked when businesses think about security. Yet sensitive documents left on a printer or unauthorised use of devices can create serious risks.

With Total Print Management, you gain tools to protect your information. Features like secure release printing, user authentication, and detailed activity reports ensure documents are only accessed by the right people. This not only protects confidential data but also helps you meet compliance standards with less stress.

Why Sustainability Matters in Print Management

Modern businesses can’t afford to ignore sustainability. Printing is one area where small changes make a big difference.

By reducing unnecessary output, cutting down on paper, and optimising energy use, Total Print Management helps you operate more responsibly. It’s not just about protecting the environment; it also lowers your costs while showing customers and partners that you’re serious about greener practices.

Why Choose Bates Office for Total Print Management?

Bates Office goes beyond simply installing systems, we partner with you to create long-term value. Our goal is to help you take control of your print environment in a way that supports both your short-term goals and future growth.

Here’s what makes us different:

Tailored solutions built around your business needs
We don’t believe in one-size-fits-all. Every plan is designed to match your workflows, office size, and long-term objectives, giving you the right balance of cost control, security, and flexibility.
Nationwide support and reliable service
With an extensive support network, you’ll always have expert help when you need it. From quick fixes to supply deliveries and updates, we keep your business running smoothly wherever you’re based.
Commitment to sustainability and efficiency
Our print strategies reduce waste and energy use while keeping your business productive. By cutting unnecessary printing and optimising devices, we lower costs while supporting your environmental goals.
Expertise across office supplies and workplace solutions
Our knowledge goes beyond print management. From furniture and PPE to digital tools and recycling services, Bates provides a single trusted partner for all workplace needs.
Long-term partnership focused on results
We don’t just set up your system and walk away. Our team offers ongoing monitoring, advice, and support to ensure your print environment continues to deliver value year after year.

Choosing Bates Office means working with a team that cares about results as much as you do. We combine expertise, flexibility, and dedicated service to make your print management smarter and more effective from day one.

Ready to Transform Your Printing with Total Print Management?

Take control of your print environment today. Speak to the experts at Bates Office and discover how our Total Print Management service can cut costs, boost security, and streamline your workflows. Contact us now to start building a smarter, more efficient print strategy.

Frequently Asked Questions on Total Print Management at Bates Office

When businesses explore Total Print Management, they often have similar concerns. Here are answers to the most common questions we hear from our customers.

What is Total Print Management in simple terms?

It’s a service that takes full control of your printing environment, from devices and supplies to monitoring and security, so you spend less, stay secure, and work more efficiently.

How does Total Print Management save money?

By tracking usage, reducing waste, consolidating devices, and automating supply orders, it prevents unnecessary spending and cuts long-term costs.

Is it only useful for large organisations?

Not at all. Small and medium-sized businesses often see the fastest benefits because the improvements are immediate and noticeable.

How does it improve document security?

Features like secure print release and user authentication ensure documents are only accessed by authorised staff, reducing the risk of data breaches.