How to Save on Office Printing


Wednesday December 6, 2017 

Most small businesses buy printers every four to five years, so it’s important to make sure you’re selecting the right one. A printer’s purchase price only includes a portion of its total cost – with operating expenses adding up over time. Fortunately, there are several measures you can take to consistently save time and money on office printing. Here are just a few of them:

Save Time

  • Proactively Order Toner – Moving from reactive to proactive toner ordering can save you hours of downtime. Most modern printers will let you know when they are running low on toner with a low toner warning. Instead of waiting for these warnings and going through the hassle of getting more toner quickly, automate the service. This saves you time, money and hassle, and you’ll never be without toner.
  • Outsource Printer Tech Support – Twenty-seven percent of IT helpdesk calls are printer-related. Diagnosing and properly correcting a printer issue requires technical knowledge, experience and time most employees don’t have. Rather than tie up an employee with printer IT difficulties, outsourcing the process can save time and free up employees for other necessary work.
  • Consolidate Printing Purchases - Consolidating your printing purchases to one local vendor also saves significant amounts of time. Offices who utilize one vendor instead of multiple vendors spend less time ordering printer supplies and processing invoices. Many of them also realize the benefits of strengthened purchasing power by using a single vendor.

Save Money

  • Create an Office Print Policy- Office print policies can help your employees become more aware of their printing habits. The best print policies will create user guidelines to print less and spend less where possible. This can include anything from encouraging double-sided printing to promoting digital copies over paper ones.
  • Understand Your Printing Needs- Matching the right printer to your business’s needs are also essential in reducing print-related expenses. Inkjet printers are best for low-volume and color printing. However, laser printers are generally less expensive to operate – as much as 70 percent less – and can print at higher volumes.
  • Don’t Overpay for Delivery- Often what may appear to be a lower-priced printer cartridge can end up being more expensive after inflated delivery fees. Make sure you aren’t overpaying for delivery, and that your cartridges will still be reasonably-priced even after delivery.

 According to Managed Print Consulting, 90 percent of businesses don’t know how much they spend on office printing. Office printing also usually ranks as a top 4 business operating expense, next to payroll, rent and utilities. Not tracking printing habits and related expenses can be detrimental for businesses of all sizes, so it’s important to continuously ensure you’re promoting sustainable printing practices.

For more information on how to save on printing for business, download our eBook, 11 Easy Ways to Save on Office Printing.