Three ways to reduce printing costs in the office

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Not prepared for the printing costs associated with running a business? You’ll never be able to entirely rid your office of printing costs, but you can control them. Despite the digital push, we still operate with a paper mindset and in businesses where hundreds of pages can be printed weekly, or even daily, printer costs can be significant. When looking for ways to reduce the cost of printing in your office, you don’t need to sacrifice productivity or superior technology to save your company money. Today we’ll examine three ways to help your office reduce printing costs.

Where to begin

Reducing printing costs in your office begins before you select your office equipment. It begins with the printer selection, making sure that the machine will not need constant maintenance nor will it require costly ink or paper.

Choosing a printer

Know your printer’s limitations! Too often people buy a machine at a low price point, only to completely overwork the machine because it did not have the capacity to deal with the intended workload. By selecting a printer that cannot accommodate your office’s printing needs, you should expect costly maintenance repairs. Not only can it be costly, it can be time consuming- stopping you from completing important work!

Decide whether you want a laser printer or an ink jet printer. The initial outlay cost is higher on a laser printer, but for a company that is expecting to print a significant number of sheets in black and white, it does become cost effective.

It’ll take a few calculations, but before you purchase or lease, think about how much the printer is going to cost. The lower price tag does not necessarily mean it is the cheapest to operate.

Low cost for printer? You may end paying more for ink

Price out ink cartridges prior to leasing or purchasing the printer. You may want to purchase third party inks or toners, but be careful as it may void your warranty, and in the case of a laser printer, could have damaging effects.

Changing the font can have a surprising impact on the amount of ink your printer uses. In a study concluded by Which?– it was found that Times New Roman 12pt, Microsoft’s default font, was able to print more pages than six other preselected fonts and sizes.

Reducing paper cost includes reducing paper use

When you are looking to reduce your printing cost, you need to take a look at your paper use. Purchasing printing paper can be a costly expense- especially when it’s being misused. Limiting the number of printers in an office can reduce wasteful printing, as your employees are less likely to print if they are required to get up and retrieve the paper rather than having a printer at their desk.

Depending on what the document will be used for you can reduce your paper cost by printing on both sides or printing multiple documents on one page (especially useful for internal documents). These are easily to achieve with the right printer!

Let the experts help you find what you need

The right printer can help your business reduce its printing cost without needed to sacrifice productivity or quality. Brock Office Automation, Niagara and Hamilton office machine experts, can help you determine what printer will work best for your business…and your budget. Download our free office assessment today and get started.

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