Printing is a vital function for many businesses, but it often comes with high operational costs, especially for small to medium-sized enterprises. In fact, the average cost of printing per employee is approximately $725 annually, which can quickly add up to substantial expenses. For example, a company with 150 employees could be spending up to $108,750 a year on printing alone. This accounts for a significant portion of business expenses, typically between 5 to 15 percent.

Fortunately, there are several straightforward strategies that can help you reduce these costs without compromising productivity. Here are 11 practical tips to lower your printing expenses:

1. Save Files as PDFs Instead of Printing

Whenever possible, opt for digital documents over printed copies. Instead of printing, save files as PDFs and share them via email or upload them to the cloud. This approach eliminates the need for paper, ink, and mailing costs. Plus, digital documents are easier to manage, access, and edit, which improves efficiency across your organization.

2. Stick to Black and White Printing

Color printing is significantly more expensive than black and white, with color ink costing up to eight times more. To save money, print in black and white whenever color isn’t necessary. The savings may seem small at first, but they add up over time.

3. Use Duplex Printing

Duplex printing allows you to print two pages on a single sheet of paper, reducing paper usage by 50%. This is especially useful for internal documents. By implementing duplex printing as a default, you can significantly cut down on your paper consumption.

4. Reduce Margin Sizes

Reducing your document’s margins from the default 1.25 inches to 0.75 inches can lead to a 4.75% reduction in paper usage. This simple adjustment can increase your paper efficiency, ultimately saving money on printing costs.

5. Choose Ink-Efficient Fonts

Certain fonts use less ink than others. Research has shown that fonts like Times New Roman, Century Gothic, and Ecofont use less ink compared to Arial. Switching to a more ink-efficient font like Century Gothic can reduce your printing costs by as much as 31%.

6. Use Print Preview Before Printing

Before hitting the “Print” button, take a moment to review the document in Print Preview. This step allows you to identify unnecessary gaps, remove extra pages, and check for layout issues or typos, preventing you from printing a document that needs corrections.

7. Only Print What You Need

When printing web pages or lengthy documents, avoid printing the entire content. Specify only the pages you need in the Print Dialogue box. Adjusting the content to fit on fewer pages will help minimize paper and ink usage.

8. Scan Instead of Copying

Instead of making physical copies of documents, consider scanning and emailing them directly. Using your multi-function printer’s scanning feature saves paper and ink while also allowing the recipient to easily access the document in their inbox.

9. Be Cautious with the Print Button

If you click “Print” and nothing happens, resist the urge to click the button repeatedly. First, check for any notifications on your computer or the printer itself. If you’ve already clicked “Print” multiple times without checking, you might have wasted paper and ink on unnecessary copies.

10. Set Your Printer to Sleep Mode

Printers consume energy even when they’re not in use. To reduce energy costs, set your printer to automatically enter sleep mode after a period of inactivity. This helps save electricity, especially during non-working hours, weekends, or holidays.

11. Implement Managed Print Services (MPS)

Managed Print Services (MPS) involves working with an experienced team that optimizes your printing processes. With MPS, businesses can cut operational costs by up to 30%. This service includes troubleshooting, preventive maintenance, and minimizing unplanned downtime, ensuring your printing equipment operates efficiently at all times.

Conclusion

By following these simple strategies, you can significantly reduce your printing costs while maintaining productivity. From saving files digitally to utilizing duplex printing and managed print services, small changes can make a big difference in your business’s bottom line. Start implementing these tips today to enjoy cost savings and improved efficiency in your office.