Having a printer in the office helps increase productivity through (1) quick production of necessary documents and (2) the elimination of costs and travel time delivering files between the workplace and the printing service. However, it can also eat away funds with the massive amounts of paper it can consume, the constant replacement of laser toner or ink cartridges, and the maintenance required to keep it running.
Consider the following 7 tips that will help you and your business reduce printing costs:
7 Tips to reduce printing costs
1. Choose draft/economy prints
When you are printing documents for purposes such as proof-reading and editing, select the draft or economy mode in the printer settings. The printer will then use much less ink for these files that are meant to be changed anyway. Make a notice for all employees, or make it the default setting.
2. Print on both sides
There is so much valuable space on each piece of paper, so make full use of them by setting your printer to duplex mode. Doing this will cut your paper consumption in half, and your company can use those savings on more important things.
3. Print landscape
Some printers have a mode called “pages per sheet”, which lets you indicate how many pages you want to appear on a single piece of paper. Choosing two will alter the page setup, placing two separate pages on one via landscape while still making the text legible.
4. Get refills
Replacing ink and toner cartridges with original equipment manufacturer (OEM) cartridges is expensive. A much cheaper alternative is simply having them refilled instead. There are plenty of refilling stations across the country where you can bring your empty cartridges to.
5. Get remanufactured cartridges
Besides availing of ink refills, you can also try purchasing cartridges from third-party companies. They take used parts from OEMs and refurbish them, selling them for more affordable prices. Do take note that quality can be an issue, so it is best to choose your store well.
6. Scan to PDF
If you happen to have a multi-purpose printer that can scan, utilize that capability when making minor edits of hard copies of files. This way, you won’t have to print entirely new documents with only slight changes. This can be used to great effect for editing illustrations in marketing materials.
7. Use tablets
Take advantage of this piece of technology when viewing and presenting documents so you can reserve printing for when you truly need hard copies. Most tablets now have support for major text and image file types, and they can be purchased for lower prices.
Ultimately, it is about exploiting every feature in your own printer as well as the all the products and services in the industry.