Printing is undeniably one of the most unavoidable practices in business. Its importance often leads to abuse because most companies, although they are aware of the costs, are not really in the know how much has been wasted. Printing costs own up to 3% of a company’s annual revenues, but if you install cost-saving measures in your printing, you can actually reduce it by up to 30%.
Here are seven effective ways you should try out. They can help your business reduce its printing costs.
1. Minimize personal printers.
About two or three decades ago, printers were rarely shared. Seeing personal printers on the desk of individuals was a common sight. If your company is still practicing this old school printer utilization, you should upgrade your system to allow multiple users to share the printers you have. This will optimize printer use and save your company from buying individualized printers which can be too costly.
2. Employ technology that allows cancellation of printing of erroneous or unwanted documents or pages.
The amazing power of technology has included printing in its advancement. It can now allow biometrics in printing. It allows a user to delete a printing job that is not yet released to the printer. With this, you can easily delete the job should you realize that a page or a document needs correction. It allows you to avoid wasting paper, ink and printing time. You can always print the specific page or document after it’s been rectified.
3. Identify documents that necessitate printing.
By identifying these documents, you already have an idea which documents need to be printed and which should be saved as soft copy. This allows your company to save on the cost of paper and ink. Printing files that will only go straight to filing cabinets is a waste of company time and resources.
4. Set your printers to draft quality.
Letter quality printing is always pleasing to the eyes but it’s a costly one especially if your document is not intended for formal presentations. Setting your printer at minimum quality by default can help your company to cut costs on ink.
5. Adopt a managed print system for your print environment.
This allows you to have full control of your printing infrastructure. It has a lot of beneficial features which include the ability to monitor each printer, override settings of local users, minimize wastes and enhance productivity.
So far, the best way to implement this system is to tap the assistance of document a managed print services provider. It is a team of IT professionals who are experts in print fleet management.
Printing is a permanent associate of a business operation. No matter how we try to implement paperless procedures, there is always a need for printed output. As a business owner or manager, the most practical thing you can do is allow professionals to get the best from your printers while you focus on the operation of your business.
photo credit for featured image: Hawken King (flickr.com)
Lori is a corporate consultant whose experience and area of expertise are on fund administration, debt collection, wealth management and personnel administration. He likes to share his insights about business corporate solutions, sustainability & management, and a lot of human interest stories including health, wellness and self-improvement .