Office printing is something most organisations rely on every day. Yet despite how common it is, printing continues to cause frustration, wasted time and unnecessary costs when it isn’t managed properly. From unexpected downtime to spiralling consumable spend, small issues can quickly turn into bigger problems.
Understanding the most common challenges is the first step towards fixing them. In this blog, we look at the top five office printing problems and explain how organisations can address them with practical, long-term solutions.
Problem 1: Unexpected Printer Downtime
Few things disrupt a working day faster than a printer that suddenly stops working. Whether it’s a paper jam, a device fault or a machine that simply won’t connect, downtime often leads to delays, missed deadlines and frustrated teams.
Downtime usually happens when printers are only maintained reactively. Issues build up unnoticed until something breaks, at which point repairs become urgent and disruptive.
How to fix it
A Managed Print Service takes a proactive approach. Devices are monitored continuously, allowing issues to be identified and resolved before they cause disruption. Toner levels, parts and performance are tracked automatically, reducing the likelihood of sudden breakdowns.
SOS Group’s Copy • Print • Scan Solutions are designed to keep devices running reliably and minimise downtime across busy office environments.
Problem 2: Running Out of Toner or Ink
Running out of toner at a critical moment is a common complaint in many offices. It often results in emergency orders, rushed deliveries and unnecessary stress, not to mention higher costs.
This usually happens when consumables are ordered manually, with no visibility over usage or remaining supply.
How to fix it
With Managed Print Services, toner and ink replenishment is automated. Monitoring software tracks usage and arranges replacement supplies before levels run low. This removes guesswork and ensures printers stay operational when they’re needed most.
Automatic replenishment also helps organisations avoid over-ordering and stockpiling supplies that may not be used efficiently.
Problem 3: Poor Visibility Over Printing Costs
Many organisations struggle to understand how much printing really costs them. Devices are often spread across departments, each with different usage patterns, making it difficult to track spending accurately.
Without visibility, costs can creep up unnoticed through excessive printing, inefficient devices or unnecessary colour usage.
How to fix it
Managed Print Services provide clear reporting on print usage, volumes and costs. This data allows organisations to see where printing is happening, identify waste and make informed decisions.
By understanding usage patterns, businesses can introduce sensible controls that reduce waste without impacting productivity. This makes budgeting more predictable and printing costs easier to manage.
Problem 4: Security and Data Privacy Risks
Printers handle sensitive information every day, from invoices and contracts to employee and customer data. However, print security is often overlooked compared to other areas of IT.
Uncollected documents, unsecured scan workflows and devices without user authentication can expose organisations to data privacy risks and compliance issues.
How to fix it
A secure print environment includes features such as user authentication, secure print release and encrypted scanning. These controls ensure documents are only printed or accessed by authorised users.
Managed Print Services help organisations apply consistent security settings across all devices, supporting compliance and reducing the risk of data breaches.
Problem 5: Outdated or Inefficient Print Technology
Older printers often consume more energy, require frequent repairs and struggle to keep up with modern office demands. They may also lack the features needed to support current workflows, such as secure scanning or mobile printing.
While replacing devices can feel like a big decision, sticking with outdated technology often costs more in the long run.
How to fix it
Modern printers and multifunction devices are designed to be more efficient, reliable and secure. When supplied as part of a Managed Print Service, organisations gain access to technology that suits their actual needs, rather than over- or under-specifying equipment.
For organisations looking to manage costs, SOS Group can also provide access to finance options for print solutions. This allows businesses to spread costs sensibly while upgrading to more efficient technology. It’s important to note that SOS Group does not provide financial advice, and all finance arrangements are subject to provider terms and regulatory requirements.
Why Managed Print Services Solve More Than One Problem
Many office printing issues are linked. Downtime, high costs, supply shortages and security gaps often stem from the same root cause: an unmanaged print environment.
A Managed Print Service brings structure, visibility and control to office printing. Instead of reacting to problems as they arise, organisations benefit from proactive monitoring, automated processes and expert support.
SOS Group works with organisations across the UK to design print environments that support productivity, reliability and cost control, without adding complexity.
Office printing doesn’t need to be a constant source of frustration. By identifying the most common printing problems and addressing them with the right approach, organisations can reduce disruption, improve efficiency and gain better control over costs.
From proactive maintenance and automated supplies to improved security and modern technology, Managed Print Services offer a practical solution to everyday printing challenges.
If you’re experiencing ongoing issues with office printing, SOS Group is here to help.
📞 0345 230 8080
📧 info@sosgroup-ltd.co.uk
