How Multi-Academy Trusts can set a new standard for cost-effective printing - here’s your strategy checklist

Across the UK, Multi-Academy Trusts (MATs) are facing significant operational stress. For many, staff costs are the biggest financial hurdle, with 81% citing them as a major concern. Meanwhile, 31% struggle with maintaining financial stability, and another 31% worry about unpredictable energy costs. It's a challenge!

So, where can MATs find quick operational wins to reduce costs and overheads?

One area to consider is your print infrastructure. By doing so, you can unlock operational improvements and find cost savings quickly and easily whilst boosting efficiency and sustainability.

The MAT Print Infrastructure Opportunity

Many Multi-Academy Trusts (MATs) face similar hurdles when it comes to managing their print infrastructure. Here’s a closer look at the challenges:

• Disjointed print setups: Many trusts inherit a patchwork of devices, suppliers, contracts, and operations across their schools. This legacy issue creates inefficiencies, drives up maintenance costs, and adds unnecessary complexity to daily operations.
• IT teams stretched thin: Instead of focusing on proactive improvements, IT staff often find themselves constantly ‘putting out fires’, reaching out to multiple support systems to fix issues as they arise. This reactive approach eats into valuable time and resources.
• Uncoordinated print costs: Managing printing expenses across multiple schools and suppliers means dealing with separate contracts at varying prices and times. Without a unified agreement, budgeting becomes unpredictable and unnecessarily complicated.
• Sustainability pressures: MATs are increasingly expected to reduce their environmental impact. Cutting down on unnecessary printing and optimising device usage are key steps, but achieving this without the right strategy can be challenging. 
  

Without an effective plan in place, these issues will persist—leading to higher costs, inefficiencies, and frustration for IT and finance teams alike. We recommend streamlining your print infrastructure with a trust-wide solution that simplifies operations, reduces costs, improves productivity and supports sustainability goals.

Latest best practice

The most successful MATs across the UK take control of their print environments, enabling them to reduce costs, simplify operations, and enhance sustainability.

1. Operational Excellence & Simplicity

• Standardised devices across MATs – Streamlining equipment with modern, cloud-connected devices reduces maintenance overhead and improves user experience.
• Rules-based printing – Default settings like monochrome and duplex printing automatically reduce waste.
• Mandatory PaperCut integration – Ensures centralised control over print behaviour, helping MATs enforce smarter print policies.

Outcomes: cost savings, streamlined processes, fewer IT helpdesk calls

2. Dedicated Account Management & Personalised Service

• A single point of contact – MATs benefit from a dedicated Ricoh account manager, ensuring fast, consistent support.
• Proactive service model – Issues are resolved quickly, preventing disruptions to teaching and administration.

Outcomes: immediate query response, clear accountability, greater understanding

3. Cost Predictability & Control

• Fixed, framework-based pricing – Stable, competitive pricing over five years ensures financial predictability.
• Flexible quarterly payments – Helps finance teams manage budgets more effectively.
• Optimised print volume management – Strategies to reduce colour printing and introduce specialist print hubs lower overall costs.

Outcomes: lifetime contract assurance, pre-approved pricing, service standards

4. Sustainability & Responsibility

• Energy-efficient print solutions – Ricoh devices are designed to lower power consumption and drive sustainability.
• Environmental tracking & reporting – MATs can measure and report their print-related carbon footprint.
• Promoting a digital-first mindset – Ricoh helps trusts implement paper-saving initiatives to support long-term sustainability goals.

Outcomes: reduced energy bills, regulatory compliance, high employee satisfaction

Real-World Success: Proven Results for MATs

Ricoh’s approach has delivered measurable improvements for trusts like Turner Schools, which saw a 50% reduction in time spent producing teaching materials, and the Girls’ Day School Trust, which significantly cut costs and streamlined print infrastructure.

“Before Ricoh, we had a very disjointed fleet. Now, we’ve reduced machines, cut costs, and standardised specifications. The account management has been excellent.” – Senior Procurement Manager, Girls’ Day School Trust

Why Now?

With rising costs, budget constraints, resource limitations and sustainability mandates, now is the time for MATs to re-evaluate their print infrastructure.

If your MAT is looking to cut costs, streamline operations, and improve sustainability, we know how to help.

📢 Take the next step: Upgrade your print solution