Printing expenses are some of the most overlooked costs of running a business. In this blog post, we’ll explore some practical and effective ways to reduce printing costs without sacrificing productivity. Let’s dive in!
1. Implement Print Restrictions – One way to reduce printing costs is to implement restrictions at the user level. By limiting access to only those who need it, you’ll encourage staff members to print selectively. For example, you can restrict access by requiring a password to print or by setting limits on the number of pages that can be printed per day. Restricting access and usage is an effective approach to promoting responsible printing habits among employees.
2. Monitor Usage – Research suggests that people tend to use resources more responsibly when they feel like they’re being watched. By monitoring usage and reporting on printing activity across your organization, you can encourage staff to print less and be more mindful of their printing habits.
3. Limit Color Printing – Limiting color printing is another practical way to reduce print expenses. Color ink and toner cartridges are much more expensive than black and white, so it makes sense to switch to black ink and toner for internal documents and communications. If necessary, limit color printing only for marketing/branding materials to save on costs.
4. Replace Expensive Desktop Printers with One Centralized Device with a Much Lower Cost Per Page – Consolidating your printers into a centralized multifunction printer can significantly decrease your printing expenses. With a much lower cost per page, a multifunction copier can bring about immediate savings. Copiers are also equipped with built-in print management features, including tracking capabilities – so you can easily manage and limit printing.
5. Replace Older Print Devices with Newer, Energy Efficient Printers – Older print devices are usually energy vampires and can raise electricity costs. Newer models tend to be energy efficient and have eco-SMART features like sleep mode, which allows you to lower energy consumption when not in use. Replacing outdated print devices with newer, energy-efficient models can cut energy costs by up to 30 percent, which translates to significant savings on operating costs.
Many organizations rely on printing for their daily operations, but without proper management, printing costs can quickly spiral out of control. Beyond the financial burden, excess printing also harms the environment by creating a lot of waste. These five practical methods of monitoring usage, consolidating printers, enforcing restrictions, limiting color use, and using more energy-efficient printers can lead to significant cost savings while reducing overall environmental impact.
About NATIONAL
Committed to their customers since 1927, NATIONAL offers a range of Managed Services including IT Support and Augmentation, Cybersecurity, UCaaS, Managed Print, Document Management as well as VoIP/Telephony, Cloud Services, Printers, Copiers, MFPs, Product Print Equipment and SmartBoards.
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