How to Save on Printing: 5 Effective Tips

Kickstarting Your Journey to Lower Printer Expenses

You're here because you're ready for a change, right? Ready to see those numbers drop when you take a look at your office expenses. Well, buckle up! We're about to embark on an exciting journey to reduce printing costs and bring a big smile to your finance manager's face.

The Real Cost of Printing

Did you know that on average, businesses waste 14 percent of their revenue on document and print-related inefficiencies? That's a significant chunk of your budget that could be put to better use. Moreover, about 50% of Help Desk calls are printer-related, according to a study by Gartner. This means that your IT staff’s time is closely tied to how your office printers are functioning. If something’s not right, they’re spending their day fixing small issues, and their ability to help execute your overall IT strategy is severely limited.

On average, employees print 10,000 pages per year, which equates to about $725 annually per person. That $725 adds up quickly when multiplied by hundreds of workers. When you factor in everything, it’s pretty easy to get to that 10,000 page number. It's also not so great for maintaining an eco-friendly office. According to the Sierra Club, those 10,000 pages of paper is equal to just about one tree. So, how many trees did your office use last year?

One of the best solutions to save time and reduce costs in your print environment is to work with a strong Managed Print Services partner, also known as an MPS. A managed print service can leave you with up to 30 percent more in your print budget than before. This reduction comes from a combination of reduced hardware costs, less wasted output, lower energy consumption, and decreased toner consumption.

Now that we've understood the real cost of printing, let's dive into the tips to reduce these costs. 

1. Efficiency - Your New Best Friend in Minimising Printer Costs

Let's begin our journey by introducing you to your new best friend - Efficiency. Efficiency isn't just about working hard; it's about working smart. And when it comes to printing, working smart can save you a lot of dough.

Choosing Energy-Efficient Printers for Cost Reduction

When it comes to printers, not all are created equal. Energy-efficient printers are designed to consume less power, saving you money on electricity. But the buck doesn't stop there. Many of these printers, like our dear friend, the Lexmark XC4240, come equipped with features that are designed to help you save on printing. With energy-saving modes and high-yield toners, these printers aim to give you more bang for your buck, reducing the cost per page printed.

The Benefit of High-Yield Toners in Minimising Printer Costs

And speaking of high-yield toners, let's talk about them for a moment. Regular toners are like the tortoise in the famous tale. They'll get the job done, but it's going to take them a while. On the other hand, high-yield toners are the hare, providing more prints and ensuring you won't need to replace them as frequently. But unlike the tale, in this race, the hare wins, lowering your printer expenses by extending the life of your cartridges.

2. Draft Mode - The Unsung Hero for Cost-Efficient Printing

Now, let's talk about a hero that doesn't often get the recognition it deserves - Draft Mode. This simple feature could become your secret weapon to save on printing. 

What is Draft Mode and How It Contributes to Printer Cost Reduction

Draft mode is a setting on your printer that uses less ink or toner. How, you ask? By printing at a lower resolution. While the print quality might be a bit lower, it's usually more than adequate for most internal documents. The real kicker here is that using less ink or toner for each print means you'll be replacing those cartridges less often, leading to significant printer cost reduction.

When to Use Draft Mode for Cost-Efficient Printing

So, when should you use draft mode? Well, draft mode is perfect for internal documents where high-quality print isn't required. Think meeting notes, rough drafts, or your nth coffee order for those long meetings. Using draft mode in these situations can help you achieve cost-efficient printing without compromising on readability.

3. A Monochrome Palette - Black & White Printing to Lower Printer Expenses

Color printing is like that expensive coffee you treat yourself to once in a while. It's nice, but it sure does make a dent in your wallet. Now, imagine you could still enjoy your daily caffeine fix but at a fraction of the cost. Well, that's what black & white printing can do for your printing costs!

When is Black & White Printing Suitable to Save Money on Printing?

So when should you switch to black & white printing? Anytime you don't need color! Internal documents, drafts, emails - these are all perfect for black & white printing. Let's reserve color for when it's truly needed, like client presentations or marketing materials. By making this simple switch, you can save money on printing and still have documents that are just as effective. 

How Much Can You Save with Monochrome Printing?

Wondering how much you can save by switching to black & white? Well, a lot! Color cartridges can be significantly more expensive than their black & white counterparts. By printing in black & white whenever possible, you can save a significant chunk of your budget over time. It's a small change that can lead to big savings!

4. Double the Fun - Double-Sided Printing to Minimise Printer Costs

Next up on our journey to cost-efficient printing is the often-overlooked double-sided printing, or as the pros like to call it, duplex printing. If you think about it, double-sided printing is a bit like a magic trick. It can make your paper usage disappear in half!

What is Duplex Printing and How it Contributes to Printing Cost Reduction?

Duplex printing is printing on both sides of the paper. This neat feature is available on most modern printers and can significantly reduce your paper usage. And as we all know, less paper means less cost! But the magic of duplex printing doesn't stop at reducing paper costs. By using less paper, you're also saving storage space and reducing your impact on the environment. Now that's a win-win!

The Paper-Saving Benefits of Double-Sided Printing for Lower Printer Expenses

The savings from duplex printing can add up quickly, especially for businesses that print large volumes of documents. By simply switching to duplex printing, you can cut your paper costs in half. Plus, it's an easy change to make with huge benefits. Your wallet, your storage room, and the planet will thank you!

5. A Little TLC - Regular Printer Maintenance for Cost-Efficient Printing

Our final stop on this journey to reduce printing costs is regular printer maintenance. Now, I know what you're thinking. Maintenance sounds like a chore, right? But a little TLC can go a long way in keeping your printer healthy and your costs low.

Maintenance Tips for Printers to Reduce Printing Costs

Regular printer maintenance can help ensure your printer is always performing at its best. This can involve replacing old cartridges before they're completely empty to prevent damage, cleaning the printer head to prevent clogs, and regular servicing to ensure all parts are in good working order. Regular maintenance can help prevent costly repairs or replacements down the line, helping you save on printing in the long run.

Cost-Effective Printer Maintenance for Lower Printer Expenses

Regular maintenance doesn't have to be a big expense. Many of the routine checks and cleaning can be done in-house. For servicing, consider a service contract, which can often be more cost-effective than one-off servicing costs. Regular maintenance can extend the life of your printer and ensure it's always producing high-quality prints, which in turn can reduce your printing costs.

Conclusion

And that, my friends, is how you can save on printing and make a big difference in your office expenses. Remember, every little change can add up to big savings over time. So why not start making these changes today and watch as your printer costs go down, down, down! Happy printing, and don't forget to share your printing-saving journey with us!