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Setting Up Managed Print for a New Cambridge Office or Lab
Moving into a new office or lab in Cambridge is the perfect moment to get print right from the very first day. Here is how to plan the fleet, the network and the security into a new space rather than inheriting someone else’s mistakes.
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READING TIME
6 minutes
WRITTEN FOR
Founders, office and facilities managers
COVERAGE
Cambridge and Silicon Fen
LAST REVIEWED
August 2026
Day 1
A fleet that works from the moment you move in
Right sized
Devices matched to real needs, not guesswork
Secure
Print security built in from the first setup
Scalable
Room to grow without changing supplier
A move is the best chance a Cambridge organisation ever gets to fix its printing. A new office or lab is a blank sheet, with no legacy devices, no tangle of old cabling and no habits to unpick. Plan print in properly at this stage and it quietly works for years. Leave it as an afterthought and you inherit the same problems you were trying to leave behind, only in a nicer building.
Whether it is a startup taking its first unit, a lab fitting out new space on a research park or an established firm relocating across the city, the principle is the same. Print should be designed into the new space alongside the network and the furniture, not bolted on in a panic the week before everyone moves in. This guide sets out how to do that.
Why a move is the moment to get print right
Three things make a new site the ideal time to plan print. First, there is no legacy to work around, so the fleet can be sized to how the team actually works rather than to what happened to be there before. Second, the network and power are being set up anyway, so print can be built into that work cleanly. Third, security and access can be configured from the very first day rather than retrofitted once bad habits have formed.
A good setup follows a clear sequence, timed to sit alongside the wider fit out rather than cutting across it. We plan each stage around the move so print is ready when the doors open.
STAGE WHAT HAPPENS WHY IT MATTERS
Audit and plan Map teams, volumes and workflows The fleet fits real needs rather than guesswork
Specify and site Choose devices and their locations The right machines in the right places from day one
Install and integrate Set up network, security and release Secure and working before anyone moves in
Onboard and review Train staff and set the first review People use it well and it stays on track
STAGES OF SETTING UP PRINT IN A NEW CAMBRIDGE OFFICE OR LAB, AUGUST 2026.
Because our engineers are regional we can plan and install around a Cambridge move at short notice, with a same working day response for anything that needs attention once you are in. Timing the print setup to the fit out avoids the classic scramble where a team moves in and discovers nothing prints.
The most common mistake in a new office is guessing at the fleet, usually by copying the last office or by putting a printer in every room just in case. A short audit of how each team really works produces a far better answer. Most organisations need fewer devices than they expect, each doing more, which saves space, energy and money from the first month. Getting this right at the start avoids paying for years to correct an early guess.
Getting print right from day one
Relative importance of each part of a new office setup. Illustrative.
Right sizing the fleet
High
Security setup
High
Network integration
Medium
Staff onboarding
Medium
Review cadence
Lower
New labs and offices on the research parks have particular network and security needs. Our guide to Managed Print for Cambridge Science Parks covers print for the Cambridge science and technology parks.
COPYBOX DOCUMENT SYSTEMS
Get print right before you move in
From a startup taking its first unit to an established firm relocating across Cambridge, we plan, install and support print built into your new space from day one. Local engineers, a fleet sized to how you really work and a free print audit before you move.
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Planned in. Print designed alongside your network and fit out.
Right from day one. A fleet sized to real workflows, not guesswork.
Secure setup. Card release and encryption configured before move in.
Ready to grow. Add devices as the team expands, same agreed rate.
Security and network built in, not bolted on
A new site is the easiest place to get print security right because it can be configured before anyone develops a workaround. Secure print release, encrypted device drives and access control are all set up as the network goes in, so confidential documents are protected from the first day rather than after the first near miss. Building print into the network setup also avoids the messy retrofit of trying to secure a fleet that is already in daily use.
A new office is rarely the final size of the organisation, so the print setup should assume growth. Contracts are written so devices can be added at the same agreed rate and the fleet resized as the team expands, which means a fast growing Cambridge business never has to rip out and replace its print arrangement just because it succeeded. That is far cheaper and calmer than renegotiating from scratch every time you hire.
Support from the first day
Once you are in, the setup is backed by proactive monitoring, automatic consumables and fast local response, so a new team is productive immediately and stays that way. Our guide to Onsite Print Support Across Cambridge explains how onsite support works across Cambridge and the Silicon Fen area.
Setting up print in a new Cambridge office, common questions
When should we start planning print for a new office?
How do you decide what devices we actually need?
Can print security be set up before we move in?
What if we grow quickly after moving in?
MORE FROM CAMBRIDGE MANAGED PRINT FAQS
FOR FOUNDERS
Managed Print for Cambridge Startups and Spinouts
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SUPPORT
Onsite Print Support Across Cambridge
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PARK SITES
Managed Print for Cambridge Science Parks
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PART OF THE GUIDE COLLECTION
Cambridge Managed Print FAQs
This article is one guide in our full Cambridge Managed Print FAQs library, covering setup, security, scaling and print for every kind of Cambridge workplace.
Browse the full hub
Every article in the Cambridge Managed Print FAQs collection is written for Cambridge organisations, so you can jump straight to the topic that fits your move.
Setting up print in a new Cambridge office is a rare chance to get it right with no legacy to fight. Plan it in alongside the network, size it to how your team really works and build the security in from day one and print simply works for years. If you would like help planning print for a new space, our Managed Print Services Cambridge service page sets out how we run an audit, a design and an install for organisations moving across Cambridge and the Silicon Fen area.