When looking for ways to cut and reduce costs, you may not consider the things that are commonly used and needed in your office or business. However, doing so will allow you to discover unexpected but great ways you can save money.
If you’re looking to cut costs around the office, you don’t have to do it alone. You can involve your coworkers and employees by setting up simple but effective guidelines that will cut printing costs in your office. Printing is an important and necessary part of almost any business, but if the use of equipment and materials are properly managed, it doesn’t have to eat up a huge portion of your budget.
Here are some simple way to cut printing costs.
A great way to start cutting your office printing budget is to promote recycling among your employees. Encourage them to print only when needed and to print on recycled paper whenever possible. If you save as many as 10 pages per person every week, imagine how much you will be able to save in one year by cutting down paper, ink, and energy costs. Another way to promote recycling is to ask employees to re-use printed materials. For example, if you accidentally print out too many copies of a document, try using the extras as scrap note paper instead of reaching for a fresh notepad.
2. Scan. Don’t Copy
With the help of a multifunction printer with scanning capabilities, you can start digitizing documents in your office. You will be able to save a lot of paper and ink by sharing documents electronically instead of constantly printing new copies. Scanning documents also ensures that documents are never lost, as they are always available electronically. As an added bonus, you can free up space around the office by filing more things electronically as opposed to in bulky filing cabinets. Some scanners also work with software to make documents searchable, which can greatly increase productivity. Instead of thinking “hm, what page did I read that on?” you can search the document in a matter of seconds.
3. Produce Materials in Bulk
If you’re in need of printed materials that you will use for a long time, you can produce them in bulk. Ordering them in small quantities every once in a while will cost you more in the long run. Bulk orders are discounted, thus offering you more savings. If you are printing the materials in-house, you can also use paper-saving measures such as printing on both sides of the paper, or even using formatting options such as foldable pamphlets that may allow you to fit more text on a single page.
4. Print on Both Sides and in Black and White
In case you really need to print out documents for approvals, presentations, or other important purposes, consider printing on both sides of the page. This will save you a lot of money on paper alone. Printing in black and white will also significantly cut down your costs. While most people tend to focus on the amount of paper used, ink is actually the more expensive material.
Consider setting up two printers in your office, one for color prints and one for black and white. The Black and white printer can be set as the default for everyone in the office, which will help you avoid accidental full-color prints. By requiring employees to specifically choose to use the color printer, you can be sure that color ink is truly needed. You can also restrict access to the color printer so that only specific employees will have authorization to print in color.
5. Set Up Printer Usage Protocol
You can also save a lot of money if you can minimize small printing mistakes. Provide complete instructions on proper printer use to prevent printing errors such as malfunctions and inappropriate print settings. You can even assign someone to turn it off after use. Setting up protocols and guidelines on printer usage will help you keep track of costs, prevent unnecessary use of your supplies, and find opportunities to cut more costs.