High priced printer supplies such as toner and paper can be a frustrating expense for any business and office. Being diligent about printing expenses does not begin and end with buying a cheap printer. If you’re not mindful about your printing usage, costs will get expensive fast. Knowing how to manage your printer resources will help every dollar go a long way. Check out these practical and helpful tips to lower your overall print costs:
1.) ASK: “IS IT NECESSARY?”
Do you really need to have a hard copy of this email or document? Decreasing the amount of unnecessary prints can positively affect your total costs. Simply encourage your employees to ask themselves if they actually need their document printed.
2.) ADD A GREEN MESSAGE
P Please consider the environment before printing this email
“Please consider the environment before printing this email.” Adding a “think first” green message at the end of your emails and requesting recipients to only print if necessary is a great way to be environmentally responsible and make people conscious of any unnecessary printing. Plus, it’s a great reminder for your employees as well! Check out this site to help you easily embed a free green graphic above.
3.) REQUIRE AN ID OR NUMBER
Software requiring a user to scan an ID or enter a number to release print jobs eliminates the printing of unnecessary or unwanted documents.
4.) SET EFFICIENT DEFAULTS
Think about the times you’ve sent a document to print in color, when you could have chosen to print in black-and-white. When configuring your printers and user access, default your settings to print black-and-white and double-sided. Decreasing the amount of color toner used and cutting paper usage in half can significantly affect your total printing costs.
5.) ELIMINATE PERSONAL PRINTERS
Personal printers within arm’s reach can encourage “print everything” habits. If an employee has to travel to the printer, even if it’s only a few steps, they will be more cautious of unneeded printing. This will also cut down on the additional supply inventory needed – like ink cartridges and paper – for each personal printer.
6.) INSTALL TRACKING SOFTWARE
When you use print tracking software, you’ll know exactly the types of jobs and the volume of prints each printer is handling, versus what you believe it’s doing. The data provided by print tracking software will help you determine areas for improvement.
7.) INITIATE AN MPS PROGRAM
Managed Print Services (MPS) is a program offered by a print provider that manages all aspects of your company’s printing devices, including printers, scanners, faxes and copiers. The optimization of these devices enables businesses to save money, produce less paper waste and increase efficiency. Check out a few of our case studies, which walk through the challenges our customers were experiencing and the ways Marco's Managed Print Services helped solve their problems and improve their print environments.
Remember, pennies saved per employee add up quickly. Following these seven “Best Practices” will start you off on the right foot when calculating your overall cost to print.
BONUS: HOW MUCH ARE OLD PRINTERS COSTING YOU AND YOUR BUSINESS? —Old printers - like old cars - can begin to eat up your budget with maintenance costs, energy costs, supply costs and ultimately productivity costs.
How do you know when to keep them or when it’s time to trade them in for a better model? Here are four ways old, outdated print devices cost you money...
1. Replacement Part Access
If your printer or printers are more than seven or eight years old, the manufacturer has probably stopped making and carrying replacement parts. Without parts, fixing a printer is difficult and costly. Many printer service companies will not even sell you a service contract for a printer that is more than eight years old.
2. Toner and Energy Use
Did you know a 10-year old printer might give you 5,000 pages per cartridge; new printers with the latest technology can give you 20,000 pages per toner cartridge and use less energy. In fact, a new printer can cut your cost-per-page by 25-50%—which can pay for a new printer in very quick order.
3. Fewer Printers, Better ROI
Sometimes old printers don't need to be replaced. For example, let's take a look at one large organizations' printers for just the HR department alone; HR had 69 printers for 74 employees, and the department’s costs for supplies was $2,800 a month.
Accessing additional information including the above; consolidating the printers based on the needs of HR, four multi-function printers would be more than adequate for their needs. After making the switch, employees had better quality printing, less down time and a monthly bill of only $60 for supplies. When approaching at a whole organizational standpoint, they would save $400,000 in the first year.
Today’s multi-function copiers like our award-winning Konica Minolta Bizhubs can do more than just print. They scan, they fax, they print, they make copies, plus more. Consequently, one well-placed new printer in your department may be able to replace more than just a few old printers, cascading a whole pile of outdated technology right out the door. Plus, today’s multi-function printers deliver better quality print jobs and are able to handle bigger files than in the past; in addition, PDF files are becoming more and more common, you need a printer that can handle big files. Being smart about upgrading your printers could save you a lot of money, prevent a lot of down time and maximize the productivity of your workforce.
Ask the right questions and get answers that make sense. Want to get a snapshot of your current printing costs? Check out our free 6-month print costs calculator. What do you currently pay for printing? How do you manage your printing? We love hearing about personal experiences!