Business Technology

10 tips to cut your office printing costs

6 min read

29 September 2015

Printing, copying and scanning may be unavoidable and sometimes costly, but it is possible to control how much you spend on these tasks without compromising the quality.

These 10 simple tips can help your office continue to produce professional prints at a fraction of the price. 

1. Duplex printing

It’s possible to immediately halve the paper quantity that your office consumes by switching all printers to duplex (double-sided) printing. This option ensures that the printers print on both sides of the paper – using all the space available. Duplex printing will not reduce the quality of the printed output, creating professional-looking printouts. 

2. Invest in quality consumables

When replacing ink and toner cartridges for your printer, it may be tempting to select cheaper off-brand alternatives to those produced by a trusted manufacturer. In the vast majority of cases these cheaper alternatives offer false economy – providing inferior print quality and a shorter life length.

“The best-known and most-respected printer manufacturers and brands have developed their consumables using decades of experience – providing the very best user-experience and quality of service,” explains printer specialist Printerland. “Lesser-known brands can often offer inferior quality service.”

3. Standardised fonts

Controlling the font used by your workforce may seem like overkill, especially for prints used internally – but it can help the office save significant amounts of money in the long and short term. Ink-conservative fonts such Century Gothic can help reduce the ink used on every page of printed paper, when compared to fonts such as Arial. 

It is preferable to change the default font, so your team won’t have to remember to alter it every time they come to create a new document for printing.

4. Culture of care

Although it is possible to alleviate the burden of changing fonts from your workforce, there are other ways in which their cooperation and consideration can help. 

Creating a conservative culture of care within the office and changing attitudes towards printing can help minimise costs. Encouraging all members of the team to perform careful sub-editing checks and using Print Preview tools can reduce the risk of mistakes being made and costly re-prints necessitated.

5. Eco-friendly printing

If your printer comes equipped with eco-friendly options – these can achieve more than simply saving the planet. Many of these options will reduce the amount of power used by the printer, subsequently cutting the cost-per-page. Where possible, turn all these eco-friendly options on to save money and the environment. 

Continue reading more money-saving tips on page two…

6. Buy another printer

Investing in an additional printer may seem counter-intuitive to the process of trying to reduce costs around the office, but it can help save money in the long-run. If you currently have a high quality printer capable of producing photo-realistic prints completing all your office printing tasks – it may not be the most cost-effective option.

Investing in a workhorse printer capable of completing the high-volume tasks at a fraction of the price whilst reserving the high quality printer for more tasking jobs can help economise the office’s overall printed output. 

7. Heed the monthly duty cycle 

One of the most commonly overlooked stats on a printer’s profile page is the Monthly Duty Cycle. This refers to the number of prints that the machine can reliably produce on a monthly basis. 

When buying a printer, it is important to consider the number of prints required of the machine before making an investment. It is also advisable to give a little leeway when choosing a printer based upon the Monthly Duty Cycle – so you do not risk the printer failing, necessitating a costly replacement or repair job.

8. Follow the CMYK scale

If you require a printer capable of producing colours prints – you may find you have a decision between CMYK and tri-colour printers. The latter uses only two different cartridges – one black and one colour – whilst the former creates all colours from four different tones: cyan, magenta, yellow and key (black). 

It may seem more cost-effective to select the model with fewer cartridges – however it can lead to significant waste. If just one colour from a tri-colour cartridge has depleted, it will require replacing – whereas CMYK cartridges will use every last drop of ink or toner before necessitating a replacement. 

9. Reformat web page prints

Printing from the web can be troublesome and costly. Alongside the vital information you wish to print from a web page, chances are your print will also come complete with all images, additional text, links and footers. By copying a web page into a word processing tool and reformatting – it is possible to remove any unwanted information and reduce the consumption of ink and toner. 

10. Bulk buy toner 

Toner from high quality manufacturers and brands often has an incredibly long shelf-life, meaning it is possible to stock up on the consumables without fear of them perishing. By ordering in bulk, you may be able to receive great discounts and cut down on delivery costs – great for the economical office.