More Than Toner: Why Print Management Deserves a Second Look

A modern office print environment is no longer just about printing. It is now a critical part of your security posture, cost structure, and information workflow. For many organizations, printers and copiers are still seen as simple utilities, machines that sit in the corner and quietly get the job done. But in today’s hybrid workplace, the print environment has become an essential component of operational efficiency, security, and digital transformation. When ignored, it becomes a source of hidden costs, compliance risk, and constant technical interruptions. When managed strategically, it becomes a competitive advantage.

At Nextgen Automation, we help organizations rethink how their print ecosystem supports their people, their workflows, and their wider IT strategy. Our managed print services unify devices, data, and security controls under one coordinated approach backed by local service teams across 20 Canadian locations including Kelowna, Kamloops, Victoria, Nanaimo, Courtenay, Red Deer, Calgary, Edmonton, Lloydminster, Lethbridge, Medicine Hat, Prince George, Vernon, Penticton, Trail, Cranbrook, Nelson, Winnipeg, Sudbury, and Thunder Bay.

Why Print Management Matters More Than Ever

A strategic managed print program goes far beyond filling toner. It gives businesses full visibility into how printing is used, security controls that protect sensitive information, optimized device deployment to reduce waste, predictable budgeting, and integrated IT and print workflows that reduce downtime. Whether you are looking for office copiers, business printers, multifunction devices, wide format printers, or printer leasing solutions, a managed print strategy ensures your technology works together instead of working against you.

Strengthening Security and Compliance

Printers are one of the most overlooked entry points for cyber threats. Uncollected print jobs, unsecured devices, weak authentication, and network connected printers all create opportunities for data loss and unauthorized access. Modern businesses are prioritizing print security as part of their broader cybersecurity strategy. Nextgen Automation helps organizations deploy secure print release, user authentication with PIN or card or mobile ID, data encryption, automated firmware updates, audit trails for compliance, and integration with cybersecurity and MFA tools. These capabilities protect confidential information and support industries such as legal, accounting, healthcare, manufacturing, nonprofit, and professional services.

Controlling Costs With Proactive Monitoring

Print remains one of the top controllable expenses in most organizations. Without visibility, companies often overspend on inefficient desktop printers, unnecessary colour printing, unbalanced device usage, emergency supply purchases, and expensive service calls. Managed print services provide data driven insights to right size your printing environment by identifying underutilized devices, recommending the ideal mix of printer leases, copier rentals, or new multifunction printers, automating supply delivery, reducing administrative time, and lowering energy consumption. The result is a predictable monthly cost structure and a more productive print environment.

Driving Sustainability and Operational Responsibility

By optimizing print workflows, businesses naturally reduce excess paper waste, unnecessary colour printing, duplicate jobs, energy consumption, and the carbon footprint associated with frequent supply shipments. Nextgen Automation supports sustainable practices that help organizations reach ESG goals while improving efficiency. This includes recommending energy efficient hardware, encouraging default black and white settings, and monitoring print reduction trends across teams and locations.