How Can Print Programs Support Sustainability Without Creating More Waste?

Part of ViaTech’s “Things You Avoid Asking” series - - real questions, real answers, practical fixes.

How Can Print Programs Support Sustainability Without Creating More Waste?

TL;DR

Print can support sustainability when it’s managed intentionally. The biggest gains come from reducing overproduction, preventing obsolete materials, and aligning fulfillment to real demand. The simplest rule still holds: print only what’s needed, when it’s needed.

Full Article

If your organization has sustainability goals, print often becomes an easy target. Paper, packaging, shipping, and waste are visible, measurable, and easy to blame. In practice, the largest environmental impact rarely comes from printing itself. It comes from overordering, outdated materials, rushed reprints, and a lack of visibility across teams.

A sustainable print strategy isn’t about eliminating print. It’s about managing it intentionally.

When print programs are designed with structure, visibility, and discipline, they reduce waste, lower emissions, and still support the work teams need to do every day.

Reduce waste at the source

The most sustainable printed piece is the one you never had to throw away. Waste typically shows up through:

• just-in-case ordering
• rebrands or policy updates that make inventory obsolete
• local teams creating off-brand versions
• campaigns that miss their timing

A centralized print program helps prevent this by standardizing templates, controlling versions, and limiting overproduction. Print-on-demand and short-run production make it easier to match supply to actual demand, especially for training, onboarding, and distributed teams.

Choose materials intentionally

Sustainability isn’t about checking boxes. It’s about making practical tradeoffs. That often means:

• using responsibly sourced paper
• choosing lighter stocks where durability isn’t required
• right-sizing packaging
• avoiding finishes that add little functional value

The goal isn’t to reduce quality. It’s to use durable materials where longevity matters and simpler materials where they reduce unnecessary consumption.

Design for longevity, not rework

Design decisions play a major role in sustainability. Programs that hold up over time separate what changes from what doesn’t. They:

• isolate evergreen content from frequently updated information
• use modular components instead of full reprints
• standardize formats and sizes

This allows updates without discarding entire kits or manuals and makes change easier to manage across locations.

Reduce shipping impact through smarter fulfillment

Shipping often contributes more to environmental impact than the printed piece itself. A coordinated fulfillment approach helps:

• consolidate shipments
• reduce rush orders
• shorten delivery distances
• right-size packaging

When inventory and ordering are managed centrally, teams avoid last-minute fixes that drive both cost and emissions.

Improve accuracy through governance and version control

Outdated materials create waste and risk. A disciplined program ensures:

• only approved versions are available
• retired materials are removed
• updates roll out consistently
• brand and compliance standards are maintained

This reduces rework, confusion, and unnecessary disposal while increasing confidence across teams.

Support marketing without increasing waste

Marketing teams operate under constant pressure to move fast. Without structure, that pressure leads to overprinting and discarded materials. A well-managed print program supports marketing by:

• producing closer to launch dates
• enabling personalization through approved templates
• limiting versions while allowing targeted messaging
• aligning print timing with campaign execution

This allows teams to stay agile without creating excess.

Track what’s actually being produced

Sustainability improves when teams can see what’s happening. Useful visibility includes:

• order volume by location or program
• reorder frequency
• items most likely to become obsolete
• distribution patterns that can be optimized

Even basic reporting helps organizations make better decisions over time.

Use digital where it works best, and print where it does

Sustainable communication means choosing the right channel for the job.

Digital works best for:

• fast updates
• searchable content
• frequently changing information

Print works best for:

• training and onboarding
• point-of-work reinforcement
• reference materials
• high-visibility communication

Used together, print and digital reduce errors, improve consistency, and limit unnecessary rework.

Where ViaTech fits

ViaTech helps organizations bring structure and visibility to their print programs. By centralizing ordering, standardizing governance, and supporting efficient fulfillment, teams reduce waste while keeping materials accurate and accessible.

For organizations using both print and digital, ViaTech supports controlled personalization, version management, and workflows that scale without creating chaos.

Bottom line

Sustainability in print isn’t about printing less at all costs. It’s about printing smarter.

When programs are designed with intention, organizations reduce waste, improve efficiency, and support sustainability goals without slowing teams down. The real gains come from structure, visibility, and execution, not good intentions alone.