While new technology in printers, ink and toner are extending the lives of these products, everyday printing can still be a massive cost for the average business. Fortunately, there are simple steps that you and your staff can take to substantially reduce the cost of printing without spending a dime.
1) Print draft quality. Most printers and programs have this option. Always use this option for text because you’ll use a lot less ink and your work will still be perfectly legible. It’s also faster.
2) Reduce margins. This allows you to fit more text on each page. Those standard margins that you learned in your high school typing class no longer apply.
3) Use both sides and eliminate cover pages. This can dramatically lower the amount of paper you use.
4) Print in black. Again, this is a common option. Color printing is much more expensive than black and white.
5) Print only the text you need. When printing text from a website, look for a printable version or copy the necessary text into a word processing document instead of printing the entire page. If you’re printing emails, avoid printing an entire email thread if you only need the most recent email.
6) Use multi-page printing. This common option allows you to shrink multiple pages to fit on a single sheet of paper, which is great for storing hard copies that don’t have to be read very often.
7) Shrink to fit. This option can usually be found when you choose to print preview. When a document barely spills over to another page at the end, shrink it down to eliminate the last page with little to no effect on readability.
8) Use different fonts. Some fonts use less ink than others because of their boldness or spacing, while others have been created for the sole purpose of conserving ink. Find these fonts and make one the default font for your entire office.
9) Use managed print services. This allows you to determine the exact cost of printing and identify opportunities to become more efficient. You can monitor individuals, departments or an entire company and make sure your resources are being used properly.
10) Educate your employees. It may seem hard to believe, but not everyone is computer and printer savvy. Make sure your staff understands the cost of printing and how to take the steps discussed here. Raising awareness may be the best way to reduce printing costs.