5 Simple Ways to Reduce Printing Costs

In the current economic climate, most businesses are looking for ways to reduce costs wherever they can.  One area where a lot of businesses could save money is on printing.  In addition to the cost of paper and ink, offices also have Reduce printing coststo account for storage and filing costs, and wasted man hours.  Fortunately, there are a number of simple ways to reduce your printing costs.  We’re going to take a look at some of these in this article.

1. Choose an Economical Printer

It’s easy to choose a brand name printer that’s advertised as being all singing, all dancing, but if your office doesn’t need a printer of this standard, you’re just wasting money.  Before even looking at printers, take a look at the ink cartridges available, and find out which brands are the cheapest.  Also look into whether high capacity cartridges can be purchased.  Finally, consider whether you need a color printer or whether black and white would be adequate.  Once you have these figures in mind, you can then choose a printer that meets your needs.

2. Match the Paper Quality with the Printing Quality

If you don’t have a laser inkjet printer, you don’t need to be spending money on the most expensive paper available.  Paper comes in a variety of grades, and although 60gsm won’t produce results of the same clarity as 160gsm paper, it can be perfectly adequate for everyday printing.  It’s also a lot cheaper to buy.  In fact, research suggests that if you switched from 160gsm paper to 60gsm for all of your printing needs, you could save as much as 47%!

3. Control Printing Access

It’s likely that you have a few staff members who use the office printer for their personal printing needs.  While you may be okay with this for small documents, you don’t want to be making a loss on a regular basis.  Instead, consider controlling printing access or placing limits on the amount that can be printed each day.  Raising awareness about the cost of paper and ink can also help to decrease the amount of personal printing that is happening in the office.

4. Consider Digital Over Print

With the technology we have available nowadays, it’s not often that we need to print at all.  Encouraging your staff members to use digital media could reduce your printing costs substantially.  The cloud now enables documents to be shared online, and emails can be sent to colleagues instead of printing out letters and reports.

5. Change the Way You Print

Finally, consider the way that your employees are printing.  Encourage them to use print preview before printing a document to ensure that it looks exactly how they want it.  Where possible, use a smaller font so that you can fit more text on one page.  You can also print in draft mode, or print on both sides of the paper.  All of these things will help to lower costs in your company.

Printing costs can be extortionate – especially in large companies.  Keep these tips in mind and lower your costs.

About Nate Goodman

USA TODAY BESTSELLING AUTHOR Nathan Goodman is a freelance fiction writer and the author behind The Special Agent Jana Baker Spy-Thriller Series. "A terrorist on the loose, a country in panic, and time is running out..." FOR A FREE COPY of book one, visit the author's website.