Businesses tend to spend a lot in ways that are not usually noticed: printing is one such way. It has been assessed by surveys and studies that the average company spends at least two to three percent of its total expenses on printing costs. As such, identifying methods to cut down on these costs is an important step in reducing the unseen costs of your business:
• Upgrade your printers – if your business is still using older models of the 2000’s and has desktop printers for each computer, then the first step you need to enforce to reduce printing costs is to upgrade those printers. Get rid of all the old desktop printers, they’re inefficient and actually promote unnecessary printing. Centrally located printers (i.e. one large printer for one floor or section) nowadays have a lot of new functions such as photocopying services and the ability to print posters at A3 or even larger sizes, as well as more economic and efficient printing methods.
• Switch fonts – you might not believe this point, but fonts can play a large part in the amount you spend on buying cartridges. Some fonts – including the notorious Times New Roman – actually spend a lot of ink (and since Times New Roman is the default font most of the time, unknowing businesses continue to use the font). Switch to fonts which use up lesser ink, such Arial.
• Limit colour printing – the fact that good complete colour printing is a large drain on resources and money is a surprise to no one, and therefore, the fact that it should be limited as much as possible should also be a surprise to no one. Save colour printouts for official purposes and for printing posters and other visual advertising methods – you or your employees don’t really need colour prints to go about daily work most of the time anyways.
• Go for draft quality – another good method to cut down ink usage is to opt for draft quality whenever possible. Draft quality files use less ink compared to the final copy quality. Unless you need the files for legal or official business, or intend to pass the files to your clients or send them to long-term storage, draft quality is an ideal way to cut down costs.
• Duplex printing and multi-page printing – duplex printing is when the printer prints both sides of the page, whereas multi-page printing is when multiple pages are printed on a single page. Duplex printing is an advantage of newer printer models (and hence another reason why you need newer models), whereas multi-page printing has been around for a while. Unless the font is very small, you can opt for two pages printed on a single page in landscape format.
• Digital instead of print – last but not least, print only when necessary! Whilst this might sound obvious, the truth is that most people do not fully understand this. Nowadays, the advent of technology has gifted us with smartphones, tablets and so many other methods to view files while on the go. This has significantly erased the need to have printed versions of files when travelling – therefore, instead of printing files, first consider if you can’t simply email the file and view it digitally.