Printing is an integral part of business operations – but without the right oversight and policies in place, the costs involved can easily spiral out of control. Staff and leaders often underestimate the expenses associated with paper, ink, and equipment maintenance, leading to poor practices.
Creating an office policy is one of the most practical steps businesses can take to reduce printing costs, while potentially boosting efficiency and sustainability. However, it can also be complex. Understanding how to correctly reduce print costs using office policies is an essential skill that protects profitability in both the short and long term.
The Necessity of a Strong Office Print Policy
An office policy is a set of guidelines that govern how employees use equipment such as printers and copiers. It establishes clear rules for when and how documents should be printed, as well as which tools should be used. This method ensures that office resources are used responsibly, reducing printing costs and streamlining operations.
Without a clear print policy in place, employees may unintentionally waste time and resources by overprinting or using high-quality ink unnecessarily. Over time, this leads to higher paper, ink, and running costs, draining money that could otherwise be used for more important initiatives. A good policy will prevent this, helping staff understand how to reduce print costs and freeing up those funds. It also minimises time spent standing at the printer instead of working, improving productivity.
How to Reduce Printing Costs Using Office Policy: A Step-by-Step Guide
1. Assess Current Printing Practices
Before doing anything else, it is essential current usage. Conduct an audit to assess how often printing occurs, which departments are using the most resources, and which types of documents are being printed. This data helps identify areas where the business can reduce printing costs.
2. Analyze Usage
Once information has been gathered, analyze it to determine if current practices align with the business’ needs. Identify potential overuse (for example, multiple copies of the same document being printed for departments that should have access to a digital version).
3. Set Clear Guidelines and Implement Restrictions
Set up guidelines that dictate when and how printing can be used. Some examples include:
- Using only black and white ink when color is unnecessary
- Printing documents on both sides to halve paper consumption
- Only printing when a digital copy is not sufficient
4. Encourage Digital Alternatives
Promote the use of digital files where possible, instead of paper. For example, cloud solutions make file sharing easier, and digital signature tools eliminate the need to print contracts. Staff and leaders may be surprised at how often printing is completely unnecessary when the right digital solutions are used.
5. Educate Employees
Employees must understand the importance of the new policy, what the rules are, and what will happen if they are broken. Organize training sessions and send out written communications highlighting best practices and why they matter.
6. Monitor and Review Regularly
Once the policy has been implemented, it is crucial to monitor effectiveness. Regularly review reports to assess whether goals are being met. If overspending is still identified, adjust the guidelines as necessary.
The Right Tools Can Make a Big Difference: Cost Efficient Printers
While policies help a lot, the equipment used is another important factor. Features such as print speed, cost per page, and the types of ink cartridges supported can significantly impact expenses. Some considerations include:
- Ink-Efficient Printers: Ink is often the biggest expense associated with printing documents, especially when employees regularly print in colour. Equipment designed for sustainability, such as the Epson EcoTank ET-2810 (roughly 4,500 pages per cartridge) often aim to reduce ink consumption, resulting in more efficient printing.
- Cost-Efficient Color Laser Printers: Some devices should use black and white ink only to reduce the amount of documents printed in color (as this is always more expensive). However, color is sometimes necessary. In this case, consider a cost-efficient color laser printer such as Brother’s HL-L3295CDW (with reportedly high printing quality and a cost per page of only 12 cents).
- Low-Maintenance Printers: The other major cost to consider is maintenance. All the work that goes into paper and ink reduction can be easily undone if equipment regularly breaks. Choosing a printer with good warranty options (such as the HP OfficeJet Pro 9125e, which can come with a 3 year support guarantee) can indicate good performance, and will reduce costs if it does break down.
Reduce Printing Costs With Expert Guidance
Strong office policies are a vital step towards reducing unnecessary costs and improving efficiency. By implementing clear guidelines that everyone understands, using digital alternatives where possible, and choosing the right equipment, businesses minimize waste. In the long term, this improves their ability to invest in other things and contributes to a more sustainable work environment.
Does your business need help reducing printing costs? Com Pro specializes in managed print services designed to increase efficiency, sustainability, and cost-effectiveness. Get in touch with an expert to learn where your business is wasting the most money.