For Multi Academy Trusts, managing print infrastructure is rarely as simple as choosing a single device or signing a standard contract. With multiple schools operating across different locations, each with its own requirements, budgets and priorities, flexibility is often the most important factor when selecting a print supplier. The right partner will not only help streamline costs but also provide the adaptability needed to support growth, changing educational demands and long-term operational efficiency.
Flexibility is Key
As MATs continue to expand, many find themselves working with a mixture of printers, photocopiers and suppliers across different schools. This can lead to inconsistent service levels, varying costs and increased administrative burdens. A flexible print supplier understands these challenges and offers tailored solutions that bring consistency across the trust while recognising that every school has unique needs.
One of the key benefits of working with a specialist print supplier is the ability to create a bespoke agreement that works across all sites. Rather than forcing every school into the same model, a flexible provider can assess individual printing volumes, document requirements and workflows before recommending the most suitable devices for each location. A primary school may require different functionality compared to a secondary school or sixth form college, and a supplier should be able to accommodate these differences within a single trust-wide strategy.
Flexibility is also essential when a trust grows through mergers or additional school acquisitions. A supplier that can quickly integrate new schools into an existing agreement helps maintain operational continuity while avoiding the complexity of managing multiple contracts. This scalability can provide significant savings over time, ensuring that procurement teams are not continually renegotiating separate arrangements as the trust expands.
The Price Point
Cost control remains a major priority for every academy trust. However, securing the best deal is not always about choosing the lowest headline price. MATs may make the mistake of focusing solely on monthly costs without considering service levels, device reliability, consumables and support response times. A cheaper contract can become more expensive if downtime impacts staff productivity or if hidden charges emerge throughout the agreement.
To achieve the best value, MATs should seek transparent pricing structures that clearly outline what is included. Comprehensive maintenance, toner supplies, remote monitoring and proactive servicing can often generate substantial savings by reducing unexpected expenses and minimising disruption to teaching and administrative functions. A supplier that offers a fully managed print service enables schools to concentrate on education rather than managing print-related issues.
Optimisation & Control
Another important consideration is the ability to review and optimise print usage. Modern print management software can provide valuable insights into printing habits across the trust, identifying opportunities to reduce waste and implement more efficient workflows. By analysing usage patterns, MATs can allocate resources more effectively and ensure that devices are positioned where they deliver the greatest benefit.
Are Frameworks the Answer?
Framework agreements and competitive tendering processes can also help trusts secure stronger pricing and better contractual terms. However, the most successful procurement decisions balance cost savings with long-term flexibility. A supplier that is willing to adapt services as requirements change can provide far greater value than one offering a rigid, short-term discount.
Ultimately, the ideal print supplier for a Multi Academy Trust is one that acts as a strategic partner rather than simply a vendor. They should understand the complexities of managing multiple schools, provide scalable solutions that evolve alongside the trust and deliver transparent pricing that supports budgetary objectives. By focusing on flexibility, service quality and long-term value, MATs can create a print environment that not only reduces costs but also supports educational excellence across every school in the trust.
For MATs reviewing their current print arrangements, now is the perfect opportunity to assess whether existing contracts deliver the flexibility and value needed for the future. The right print supplier can help simplify management, reduce expenditure and create a more efficient print strategy for every school within the trust.
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