There are plenty of ways to save money on a copier or printer in your office by simply adjusting your daily habits and being conservative in certain areas. We don’t always consider the cost of supplies we go through which can end up costing us more in the end. By making a few simple changes in your habits, and perhaps a few new investments, you will be able to cut down on your printing expenses. Check out these tips that will help you save on printing costs:

When you’re trying to save money on printing, it seems like investing in new equipment is actually the last thing you’d want to do. However, getting new equipment can actually help you save money since printers and MFPs are always changing and upgrading so that more efficient printers are available on the market. This technology won’t need as many supplies or as much maintenance and attention as other models, which will allow you to save money in the long run.

If you’re in the market for a printer or if you’re looking to replace your current equipment, you will have a lot of decisions to make. Before choosing a printer, you will need to think about how many pages you are likely to print on a monthly or yearly basis. It’s also important to remember the golden rule of shopping for a printer or any kind of print technology:

In other words, while you might be drawn to the cheaper device to save money, it could be more of an expensive investment just to keep the device running. A printer that requires a higher investment, but has great conservative features like double-sided printing, can save money in the long run.

It’s also important to remember not to be seduced by features and qualities that many devices offer if you don’t need them. Many printers offer impressive multi-function capabilities and stunning color printing features. However, if you don’t plan on using the device for these features, there’s no reason to invest in them.

The type of supplies you invest in has a large effect on your printing costs, so it’s important to be wise about the supplies you choose. First, you need to consider which size is best for your print volume. Depending on the particular manufacturer or brand, cartridges typically range from economy to XL. Remember to keep the same “more for less” mentality suggested earlier when looking for supplies. If you expect to print often, buying a large cartridge will make the most sense for you. However, you should try to avoid buying in bulk since cartridges have an expiration date.

In order to save money on printing costs, you must make sure that your entire team is on board by creating a culture of conservation.

It’s easier than ever nowadays to utilize document sharing technology, such as Dropbox and Google Docs, to share files with coworkers. Doing so eliminates unnecessary print jobs. So, instead of printing out a calendar for your organization to follow, send a digital copy for your team to save on their computer or tablet. Instead of printing out a document to make changes, use Google Docs to collaborate with your team and make changes in real time.

It’s also important to encourage recycling in your office. Reuse old, outdated files for meeting notes or for printing out minor jobs. This will cut down on the number of supplies you need to order every month as well as the amount of waste going into your local landfill.

 If excessive, unnecessary printing is a recurring issue in your office, consider setting up a print quota.

Another factor in your overall printing costs is the type of paper you choose. Printer paper comes in a wide variety of sizes and styles, so it’s important to consider your needs and research your options before deciding.

Think about what type(s) of print jobs you complete on a regular basis. Do you use your device to print personal notes or memos? If so, lower end multi-purpose copy paper might be your best option. Do you use your device to create presentation materials? If so, you might want to consider inkjet or laserjet paper. There are pros and cons for both options. Lower end printer paper can potentially jam your device, which will waste supplies and slow your workflow. Higher end printer paper is more likely to give you better results, but it will cost more upfront.

Another important thing to consider is the style of paper that would best meet your needs. Printer paper is graded according to the following qualities:

1.    Brightness: This refers to how reflective paper is in the light.

2.    Opacity: This refers to how much light can pass through the paper.

3.    Weight: This refers to how heavy the paper is.

4.    Texture: This refers to how smooth or grainy the paper is.

 Consider how your office utilizes print technology and make the right supply changes accordingly.

Careless printing is essentially any job that’s unnecessary or wasteful. Consider the fact that office workers print an average of 10,000 sheets annually. Then, imagine the amount of waste that accumulates every year from careless printing habits… and the wasted dollars slipping out of countless technology budgets.

So, don’t print for the sake of printing. If your goal is to share a document with your coworkers, share it via Google Docs, Dropbox or similar software. If you need to print more than one document, start using the double-sided printing function to save money. Check your document and print settings before printing to ensure that your document will print as desired. There are a ton of ways to avoid careless printing, and it starts when you ask yourself how you can be more conservative before submitting a job.

If your document doesn’t have pictures, logos, charts, graphics, or any other colorful features, it’s time to utilize your printer’s black and white or grayscale settings. Many employees unknowingly print black and white documents in color and waste money doing so. Before you print a document, check the “Advanced Printer Settings” in your print menu to confirm that you aren’t printing in color by accident. Printing in black and white or grayscale will only allow your printer to take ink from the black cartridge for a job. This will give your color cartridges a break and keep employees from wasting supplies by accident.

Every printer model needs some TLC regardless of whether it’s hot off the manufacturing shelf or entering early retirement. Make sure to have your equipment serviced on a regular basis to make sure it’s performing as desired. With consistent care and maintenance, you will be able to save your technology (and your wallet) from expensive emergency repairs down the road. With a little extra love and TLC, your printing device(s) can last a long time. 

Saving money on printing costs doesn’t have to be a challenge. It doesn’t have to require a huge investment. After all, simply making a few changes to your daily printing habits here and there can go a long way.

Unsure of how to properly utilize your print fleet? We provide regular maintenance and guidance to ensure that your print technology is a perfect fit for you and your needs through our managed print services. Reach out to us today to learn about what we can do for you.