Printing costs can slip into your business’s budget before you know it. From toner and paper to maintenance and electricity, the expenses mount up. The good news? You can readily, sensibly take action to lower printing costs without sacrificing quality or productivity.
Here’s how:
1. Start by Tracking Your Current Printing Habits
To save money, you must first understand how much you spend.
Use print management software or printer manufacturer tools. Look at:
- Number of prints per department
- Colour vs. black-and-white usage
- High-volume print users
Once you know where the money is being spent, you can decide on areas to minimize.
2. Switch to a Printer Rental or Managed Print Service
Buying printers does not always provide the best value.
When you rent printers or use a Managed Print Service (MPS), you pay a single monthly cost for hardware, service and supplies.
Benefits include:
- No upfront investment in printers
- Automatic toner replenishment
- Regular maintenance included
- Latest technology without extra costs
Many businesses in Saudi Arabia are moving to printer rental models to manage expenses better.
3. Default to Duplex (Double-Sided) Printing
It’s a simple flip that can save thousands of pages annually.
Set all business printers to duplex printing by default, which will save paper and money without affecting the user experience.
4. Implement Print Policies
Guide your team with clear print rules:
- Print in color only when necessary
- Default to draft mode for internal documents
- Encourage digital document sharing instead of printing
These small changes tally up to huge savings over time.
5. Upgrade to Energy-Efficient Printers
New printers use only a fraction of the power of older ones.
Switching to energy-efficient printers can save on electricity expenses, downtime, maintenance and supplies (newer models are more efficient).
When planning to buy a printer, look for printers that have an Energy Star rating.
6. Automate Supply Replenishment
Running out of toner on unexpected instances can cause delays and same-day supplies are usually more expensive.
You’ll never run out of supplies with regular resupply (common in most MPS contracts) and you’ll pay lower negotiated rates.
7. Streamline Printer Fleet
Do you really need a printer on every desk?
You can save money by using fewer shared multifunction printers (MFPs) that can print, scan and copy.
Fewer printers mean less maintenance, less power use and increased efficiency.
8. Outsource Large Print Jobs
For large-volume printing, such as brochures or training guides, outsourcing to a professional print company can sometimes be less expensive than printing it in-house.
Tip: Compare in-house prices against outsourced fees for large print tasks and then decide.
9. Regularly Maintain Your Printers
Poorly maintained printers waste toner and paper through jams, errors and reprints.
Schedule regular maintenance to keep your printers running smoothly or use a managed service to handle it for you.
Smarter Printing = Bigger Savings
Lowering printing costs isn’t about printing less, it’s about printing smarter.
By making small changes and using modern solutions like printer rental or Managed Print Services, your business can cut waste, save money and improve efficiency.If you’re ready to lower your printing costs, Printone can help.
