Is your office drowning in printouts? You’re not alone. Studies show the average worker consumes a staggering 10,000 sheets annually, with half never even leaving the printer! That translates to skyrocketing costs in ink and paper.
But fear not! Here’s a toolkit packed with actionable tips from our Managed Print Service pros to help you significantly reduce printing costs. From optimizing print jobs to leveraging duplex printing, discover how to save money on printing and create a more sustainable print environment.
In this guide, you’ll learn ways to reduce printing costs:
Reduce Printing
Reducing unnecessary printing can have a significant impact on reducing paper waste in the workplace. Encouraging a shift in mindset regarding how information is delivered is key. Employees can be reminded through verbal communication and friendly signage near printing devices. For instance, a simple sign stating “Consider: Do I truly need multiple copies?” can prompt individuals to rethink their printing habits.
Many times, copies are made for meetings and presentations despite participants preferring online document viewing or having multiple PowerPoint thumbnails per page. Online documents offer the added benefit of being editable, allowing people to view, annotate, and collaborate during and after meetings. Regularly reviewing distribution lists is also important to ensure that printed information reaches only those who genuinely require it.
Double Sided Copies
Opting for double-sided printing, also known as duplex printing, can significantly reduce paper usage by nearly half. Citigroup conducted an internal study revealing that if each employee printed double-sided pages to save just one sheet of paper per week, the annual savings would amount to $700,000. While Citigroup is a large global corporation, the cost savings from double-sided printing can still be substantial for smaller organizations. So, it will reduce your printing costs.
Audit of Individual Usage
Modern multifunction printer technologies offer the capability to audit individual staff members’ printing activities on a monthly basis. Incorporating print management software can enhance this process by providing comprehensive analytics and data insights. Many individuals are astonished to discover the extent of their paper usage, especially in terms of color printing. Armed with this awareness, employees are more inclined to self-regulate their printing habits, ultimately leading to reduced costs and a better understanding of their print needs.
Printer Fleet Reducing
To help you reduce printing costs, consider minimizing the number of individual personal printers and desktop printers your office uses. Many desktop printers are extremely inefficient and aren’t even ENERGY STAR® rated. Consolidating your printer fleet is one of the best ways to reduce your printing costs.
By implementing effective print management strategies, such as centralized printing solutions and optimized printing schedules based on print needs, you can significantly reduce the expenses associated with printing documents.
Draft Mode Printing
One of the easiest ways to reduce the cost of printing is by printing in draft mode. While paper costs can accumulate, printer toner or ink expenses are notably high, particularly for inkjet desktop printers. Unless your document necessitates extreme detail and top-notch quality, such as for a client presentation or a brochure, draft mode is generally sufficient.
This mode decreases the document’s resolution, thus reducing ink consumption while maintaining readability. You can adjust this setting in your printer menu to control printing costs and save on printing expenses.
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