Print as a Service: Embedding sustainability into workplace print

Does keeping pace with evolving workplace objectives sometimes feel like mission impossible? For example, how do you meet growing employee demand for state-of-the-art, accessible digital technologies, while also addressing regulatory pressures to reduce your carbon footprint?

It’s a difficult balance, and it’s only going to get tougher. New regulations such as the European Union Corporate Sustainability Reporting Directive (CSRD) require greater transparency on resource usage and pollution.

Add to the mix that increasingly environmentally conscious customers now view vendors through the lens of sustainability. All of a sudden, rethinking your technology strategy to prioritise environmental performance and reduce waste isn’t just a compliance issue but a business imperative, too.

Why packaged print solutions are gaining popularity in this context

As workplace demands evolve, organisations are increasingly seeking complete, easy-to-manage solutions that offer simplicity, predictability, and built-in value. In the print space, this has led to a growing interest in packaged offerings like Print as a Service (PraaS).

PraaS provides an all-in-one approach - combining devices, consumables, services, maintenance, and support under a single, predictable contract. But it's not just about convenience and cost control. These complete solutions also help organisations advance their sustainability goals, thanks to energy-efficient devices, usage tracking, eco-friendly consumables, and recycling programmes that are integrated from the start.

By offering a streamlined way to manage printing while supporting key workplace trends, from cost predictability to environmental responsibility, packaged print services are becoming the smart choice for modern businesses.

Here are five ways you can embed sustainability into your workplace print infrastructure:

1. Use energy-efficient, multifunctional devices

Modern multifunction printers (MFPs) included in PraaS packages are designed with energy efficiency in mind. Sleep modes, low TEC values and certifications like ENERGY STAR help reduce power usage across the fleet.

Because MFPs consolidate multiple functions - print, scan, copy - into a single device, they naturally lower energy consumption compared to running separate units.

2. Encourage better habits with built-in tracking and cloud workflows

Sustainability isn’t just about hardware, it’s also about how it’s used. Our PraaS solutions offer usage reporting and smart analytics, so businesses can monitor consumption, reduce waste and promote more responsible behaviour among employees.

Our packages also support integrated scanning and cloud print capabilities, reducing reliance on local servers and enabling more efficient, paper-light workflows. This helps employees stay productive while aligning with your organisation’s broader environmental goals.

3. Reduce waste with eco-conscious manufacturing and packaging

We offer devices made with recycled materials and delivered in sustainable packaging. This lowers the environmental impact of the products from the outset and supports a more circular approach to technology procurement.

We could also offer remanufactured or refurbished devices: an approach that aligns with circular economy principles and can further reduce waste without sacrificing performance.

4. Offset emissions through carbon balancing

For businesses seeking to go a step further, we offer carbon offsetting as part of their service. Unlike the technology features that help to minimise carbon emissions, carbon balancing enables you to actually remove carbon from the atmosphere, helping you achieve net zero in your print operations.

This typically includes a full lifecycle carbon footprint assessment - from manufacture and transport to usage and disposal - along with access to verified carbon balancing schemes such as reforestation or renewable energy projects.

5. Choose a partner with proven sustainability credentials

There are also objective criteria that you can use to assess whether a PraaS provider is truly committed to sustainability. A brief checklist would include:

Are their environmental services aligned with international standards and best practices, such as the UN Sustainable Development Goals and the Oxford Principles for net zero?
Do they have a proven record of success helping other small and medium-sized businesses to implement eco-friendly print practices?
Do they work with a network of accredited partners and sustainability leaders to support their carbon offsetting initiatives?
How are they ranked by independent analysts such as IDC on the sustainability of their corporate strategy, products and business model?

A strong partner will have the infrastructure, tools and partnerships to help you meet your sustainability goals - without adding administrative burden to your team.

At Ricoh, we’ve helped organisations of all sizes improve the sustainability of their print environments, combining innovation in device design with end-to-end service delivery. Our Print as a Service offering brings together smart technology, robust support and integrated sustainability features that help you reduce impact while staying productive.

Unlock simplicity and sustainability with Print as a Service

Discover how integrated, subscription-based print services can streamline your workplace. From reduced complexity to enhanced security and sustainability — see how modern print solutions support smarter, more efficient ways of working.

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