Preparing for a New School Year? Don’t Overlook Your Print Infrastructure

As the start of a new academic year approaches, schools are busy preparing classrooms, updating systems, and ensuring all staff and students are ready for the term ahead. But amidst the flurry of lesson planning, staff inductions, and building maintenance, there’s one crucial component that often goes unnoticed - the print environment.

Yet, when printing systems fail, it’s immediately disruptive. Delays, downtime, and frustration follow - not just in the admin office, but across the entire school community.

Here’s why it’s worth reviewing your print setup before the new term begins.

1. Printing Remains an Essential School Function

While digital transformation is rightly reshaping education, printed materials are still a daily requirement in most schools. Consider:

• Timetables, registers, and policy documents

• Classroom resources and worksheets

• Internal communications and staff briefings

• Letters to parents, newsletters, and consent forms

An efficient and reliable print system supports smooth operations. Without it, essential processes grind to a halt.

2. Avoid First-Week Frustrations

The start of term is one of the busiest and most pressured periods in the school calendar. Without preparation, printing issues are almost guaranteed to arise.

To avoid disruption, now is the time to check:

• Are devices serviced, functional, and ready to handle volume?

• Is there a sufficient stock of toner, paper, and other consumables?

• Are new staff added to the print system and trained to use it properly?

• Are shared devices accessible and secure for all departments?

Proactive checks can prevent significant downtime when it matters most.

3. Adopt a Smarter Approach to Print

Optimising your print environment doesn’t have to be costly or complex. Small changes can significantly improve efficiency and reduce waste:

• Use pull printing or secure print release to reduce abandoned jobs

• Set default printing to mono and duplex where appropriate

• Monitor print volumes to ensure fair and sustainable usage

• Automate supply reordering to avoid mid-term shortages

These steps can help manage budgets more effectively while maintaining high standards of support for staff.

4. Plan Print Capacity Around the School Year

Printing demand fluctuates throughout the academic year - yet many schools operate with the same setup all year round.

Instead, consider building a print strategy that aligns with your calendar:

• Identify peak print periods (e.g., reports, parents’ evenings, events)

• Review print service contracts to ensure they are still fit for purpose

By aligning your resources with your school’s operational flow, you can reduce stress and improve service delivery across the board.

5. Support Staff with Reliable Tools

Teachers and administrative staff already juggle numerous responsibilities. Ensuring they have access to reliable, user-friendly printing systems allows them to focus on what matters most: educating and supporting students.

Improving print infrastructure is not just a technical upgrade - it’s an investment in staff wellbeing and organisational effectiveness.

Final Thoughts: Print Matters More Than You Think

Preparing for a successful school year requires attention to detail, and your print infrastructure is no exception. A smooth start to term relies on tools that work as expected, when they are needed most.

By reviewing and improving your print environment now, you’re helping to create a calm, organised, and professional start for both staff and students.

Need support with your school's print setup? We help schools prepare for the academic year with tailored print solutions that reduce waste, improve performance, and save time. Book a free consultation and get ready for a stress-free September.

Take a look at our Free Guide for more information - 'The Complete Guide to Print Management in Education (2025)' www.orchardsystems.co.uk/printguideeducation