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You may think that printing is almost obsolete for businesses as we live in a digital age, but this is far from true. Many businesses heavily rely on printing for various reasons, and digital files will not do for them.
Printing can be expensive, especially for a smaller business, and as a business owner, you want to do everything you can to reduce the cost, except compromise on quality. There are things you can do to reduce the cost of printing for your business, and you can see some options below that may help your company save money on its printing costs.
Does It Need To Be Printed?
One of the first things you should consider is whether it really needs to be printed. Businesses that often must print things can sometimes get complacent and will print them even if they are unnecessary. Printing unnecessarily wastes time and money, so consider whether it is truly necessary before you automatically have something printed for your business.
Choose The Right Printer
You also want to ensure that you choose the best printer for your business, which can help you reduce the overall cost per page for printing for your business. Carefully select the printer for your business and look at options from reputable companies like Needham Inks. A laser printer can be an excellent choice for your business and help you save money on printing costs when printing high volumes. However, if you are doing a lot of colour printing, an inkjet printer is the best option for your business and is more cost-effective.
Print Economically
When you need to print something for your business, you want to do it as economically as possible. Many modern printers have an economy printing mode you can use when printing, which can help you save ink or toner and reduce the cost. Printing in black and white is cheaper than using colour ink, so, if possible, swap to black and white printing, and it can help save your business money on the cost of its printing.
Monitor Employee Printing Habits
You can also get software that can monitor the printing habits of your employees and see which ones do the most printing. It can help you identify the ones that are printing excessively, help you understand your printing needs better, and implement a strategy that can help reduce how much your company prints.
Digitise Documents Where Possible
You also want to try digitising your company documents where possible, so you do not need to print them. It is not always possible to do this, but encouraging employees to use digital documents instead of printing them off can significantly reduce the amount your company prints in a month and save money. It saves your company money and can help simplify document management and storage.
Implement Print Quotas
Another way to manage your company’s printing costs is to issue print quotas and assign a limited number of copies per employee or department. When more copies are required than are left in the print quota, they must receive authorisation from upper management before printing the additional copies requested. When they have a specific printing quote, employees will be more likely to consider whether they need to print something and become more conscious of what they are printing.
Outsource Expensive Printing Tasks
There may be some things your business needs to print only occasionally that you cannot do on a standard office printer. Rather than go to the expense of purchasing the necessary printing machine and equipment that you will only use occasionally, it can be more cost effective to outsource your printing instead. Using a reputable printing company can save you money that you would need to invest in specialist printing machinery that you may only use occasionally and reduce your printing costs overall.
Control Access To Printers
You can also control the access to printers from your employees to prevent any unnecessary printing and help reduce your printing costs. With some printers, you can restrict access and need a key code or a key to operate them. When an employee wants something printed, they must seek permission from a superior or someone in charge of the printer, and with this restriction, they can often think twice before asking to print something.
Recycle Cartridges
If your company’s printer has ink cartridges, you can save money by recycling them. Many inkjet manufacturers have a recycling program for their ink cartridges and offer rewards and discounts when you recycle them. It can be an excellent way to save money on printing costs without compromising what you print.
These are some ways you can help your business save money on printing costs, but there are other options. You can click here for more ideas on reducing the cost of printing for businesses that may be suitable for your company.