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What’s The Best Way To Control Print Costs?

Posted by Marissa Olson | Oct 30, 2021 10:00:00 AM

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READ TIME: 5 MINS. 

Studies show that businesses spend 1-3% of annual revenue on printing. The majority of these enterprises don't have any printer software or procedures to help them track these costs and improve efficiency.

If your business operates this way, then you have an expensive problem to deal with. Printing remains a vital part of everyday operations, but it doesn't mean that you can't find ways to reduce printing costs. 

Control Print Costs: Here’s How To Do So

It’s important to note that even a single employee's printing habits can cost your business a considerable amount every month. Read on as we highlight some simple and effective ways that can help you reduce printing costs.

Encourage Employees to Print on Both Sides

Every modern printer has a duplex printer setting that directs the device to print on both sides of a paper. However, most businesses have the single-page printing set up as the default setting.

By setting the default printing settings to duplex, you will be consuming about half of the paper you used to print before. This single change can help your business to reduce costs significantly. 

Set your printer's default printing option to duplex on all the internal documents. When you print on both sides of the paper, you also help to reduce the impact on the environment and reduce wastage because the other side of the paper is unused. 

Although some employees will insist on using the simplex printing setting on specific tasks, you can easily change the setting for one-time jobs.

Audit Individual Use

With the recent multifunction printer (MFP) technologies, you can monitor the number of copies an individual staff member makes every month. This information will help you self-regulate the number of copies individual employees can print within a certain period. 

You should also regulate the number of desktop printers and personal printers in the office space. Besides, most desktop printers use excessive ink cartridges, which aren't Energy Star rated, making them highly inefficient. 

A printer fleet is one of the most effective ways that can help you save money.

Embrace a Digital Workspace

By embracing a digital printing environment in your office, you will make a significant reduction in your printing costs. Many offices are going the digital way by combining document management solutions and cloud storage solutions. 

Some of the cloud-based services that you can use include Microsoft OneDrive, Google Drive, and Dropbox. These services allow several users to log in simultaneously through the web. 

Users can then update, store, and share files through these services, eliminating multiple printing documents. You can also access your files from anywhere in the world, provided you have an internet connection. This enables employees who are primarily on the move to stay productive.

Also, scanning possibilities have gone a notch higher, making it easier for businesses to manage documents and minimize the amount they print. 

For instance, when using Xerox ConnectKey multifunction printers, you can scan paper documents directly to a network drive or cloud services. This means you can convert the documents you receive in hard copy or electronically into digital files and route them automatically to multiple destinations.

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Replace Old Equipment

If you still have old printers in your office, consider replacing them because they slow down your work and cost you more money. 

Some of the reasons why outdated printers increase your printing costs include:

  • Compatibility issues: Most of the older devices aren't at par with the technical developments in newer hardware such as wireless printing, mobile print, and cloud scanning.
  • Less control: With new devices, you can track and report vital metrics such as usage and efficiency that are essential in optimizing your environment. However, old printers don't support these features.
  • Inefficiency: Outdated devices take longer to print than new printers, and they also use more toner or ink to complete similar tasks, leading to higher costs per print.
  • Energy use: You will incur more energy bills to power older printers than new devices with energy certifications.
  • Repairs: Generally, older devices will need more repairs that will cost you massive amounts of money. Buying new MFPs is a better option because you will spend less on service. 

By the way, make sure you choose the right machine features that will save you money. Check out our article to learn more about, Top 10 Copy Machine Features That Save You Time And Money

Use Eco-Friendly Fonts

Many individuals and companies use aerial fonts for printing documents. Although this font is preferred in formal and informal documents, it's not eco-friendly as it uses a lot of ink. Times New Roman, Ecofont, and Century Gothic are the most eco-friendly fonts to save you money. 

Century Gothic is the cheapest and greenest font, and it can reduce your ink usage by up to 30% compared to Aerial. This font is light and thin, helping you reduce your printing costs. 

You can also opt for Ecofont since it uses less ink because of the small holes in the letters. Additionally, you can use small font sizes that are suitable for your documents to reduce ink usage. 

Print in Draft Quality

You most likely think of reducing printing costs through the reduction of paper usage. However, ink or toner is expensive, so you need to think of ways to reduce its usage. 

Therefore, unless a document requires the highest quality and extreme detail, such as a brochure or a presentation, print in draft mode. This reduces the resolution of a document, which helps to minimize the amount of ink used and still makes it legible.

Also, draft copies will still work if you want to print out a document before the final editing procedure. Drafting will save you a lot of ink and printing time. You can get the draft quality copy option in your printer menu settings and some word processing programs.New call-to-action

The Final Say: The Best Ways To Control Print Costs

These tips above are some of the most effective strategies that can help you reduce your printing cost. Reducing your operating costs is key to helping you generate more profits and remain competitive. 

If you are unsure how best to implement these measures, such as selecting a cost-effective multifunction printer, our AIS experts can help you. Make sure to reach out to us today to learn how your organization can save money and continue on its path of growth and success. We’re here to give you peace of mind to help you win more business.

Topics: Articles, All Types, All Topics, All Industries

Written by Marissa Olson

A true southerner from Atlanta, Georgia, Marissa has always had a strong passion for writing and storytelling. She moved out west in 2018 where she became an expert on all things business technology-related as the Content Producer at AIS. Coupled with her knowledge of SEO best practices, she's been integral in catapulting AIS to the digital forefront of the industry. In her free time, she enjoys sipping wine and hanging out with her rescue-dog, WIllow. Basically, she loves wine and dogs, but not whiny dogs.

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