Businesses will always have a series of overheads that impacts their bottom line. Lighting, electricity, water and labor costs. However, one cost that can easily skyrocket if managed incorrectly is printing.
There is the direct cost that comes from the print cartridges, as well as the indirect cost of paper consumption, as well as the attributed cost which can be promotional or sales items. The printing strategy that your business has in place is a significant factor when it comes to managing internal costs and generating revenue for your business.
All too often, managers need to figure out how to curb the costs of printing.
The first thought to come to mind is minimizing the purchase of ink cartridges. But that will only delay productivity rather than solve the cost-cutting problem. Ink cartridge suppliers Cartridges Direct share 7 things business managers can consider when planning to reduce business printing expenses.
Encourage a paperless office
Encourage people within your organization to share documents in a virtual environment.
In the days of yesteryear, it was necessary to print several documents for people to read in meetings or for them to receive business reports that would keep them up to date and allow them to make strategic business decisions.
With the advancement of technology, people can easily share and invite others to collaborate on cloud-based services. Collaboration tools such as Google Drive, Slack, Asana and Skype have made it much easier for people to stay informed and to share information quickly and without the need to print.
See how your organization can incorporate more digital hardware such as laptops or tablets to allow people to collaborate in virtual environments.
Improve your organizations printing habits.
There’s always employees in an organization who feel like they need to print several drafts of their documents before printing the final document. Address the issue and encourage staff to only print the ‘final version’ of their documents. This will also minimise the amount of used paper and ink.
Print in colour only when necessary. Color prints are vibrant, but they are also the most expensive. Encourage people in your organization to only print in black and white unless it is really necessary.
Scan more and copy less. Rather than running over to the printer and copying an existing sheet of paper, scan it and send it to a computer or save it on a cloud server, so it can be accessed in a digital format.
Print multiple pages on a sheet. Rather than print one page per sheet, print multiple pages on a single sheet to reduce the amount of ink and paper usage. This is especially handy when printing powerpoint slides, which can use tens or even hundreds of sheets at a time.
Invest in the right type of printer from the outset.
Many businesses make the mistake of purchasing the wrong type of printer for their business’s needs. If a business purchases a cheap printer that takes only small cartridges, but they find that they print lots of sheets every month, they will have a higher printing cost per sheet and they will also find themselves replacing their print cartridges regularly.
On the other side, should the printer be too big for the business’s needs, the ink cartridges won’t be used to their full capacity and its likely that the ink cartridge will expire before it has been completely used.
Should people decide to print drafts, encourage them to only print as a “draft copy”. A draft copy will minimise the amount of ink that’s being used. This is good for ink consumption.
Use the print preview function. It’s always good to do a “sense check” with the “print preview” button before pushing the print button. That way, you can spot any errors prior to making the final print, thus avoiding the chance to waste ink and paper.
You can also check out the following resources, which can help your organization cut down on printing costs:
Are there some other printing cost-cutting tips that you think should be on the list? Share your thoughts with us.