Office printing is a necessary part of business operations, but many companies overlook the true costs associated with it. Beyond the obvious expenses like paper and toner, there are several hidden costs that can quietly erode your budget over time. In this article, we’ll break down these costs and provide actionable tips to help your business save money on printing.
1. Untracked Printing Usage
Many offices lack systems to monitor who is printing, what they’re printing, and how much they’re printing. This can lead to unnecessary and excessive printing that drives up costs. For example, employees may print personal documents or reprint due to errors, wasting both paper and ink.
Solution: Implement print monitoring software to track usage and identify inefficiencies.
2. Outdated or Inefficient Printers
Older printers often consume more energy and use ink or toner inefficiently. They may also lack modern features like duplex printing (printing on both sides of the page), which can save paper.
Solution: Upgrade to energy-efficient, modern printers with cost-saving features like duplex printing and eco-modes.
3. Maintenance and Repairs
The costs of repairing and maintaining printers can quickly add up, especially for older or unreliable machines. Downtime from malfunctioning printers also reduces productivity, leading to indirect costs.
Solution: Consider Managed Print Services (MPS) to proactively maintain and manage your printer fleet, minimizing downtime and repair costs.
4. Supplies Mismanagement
Overstocking or running out of printing supplies like toner, ink, and paper can lead to inefficiencies. Overstocking ties up capital unnecessarily, while running out can disrupt operations.
Solution: Use an MPS provider or inventory management system to ensure supplies are ordered just in time.
5. Energy Consumption
Printers can be a significant source of energy usage in an office, especially if they’re left on 24/7 or are not energy-efficient models.
Solution: Opt for high-quality devices from companies that ensure energy efficiency, and encourage employees to turn off machines when not in use.
6. Security Risks
Printing sensitive documents without proper security measures can lead to data breaches, which can be costly both financially and reputationally.
Solution: Secure your printing processes with user authentication, encrypted print jobs, and “pull printing” (requiring users to release jobs at the printer).
7. Environmental Impact Costs
Waste from excessive paper use, discarded toner cartridges, and high energy consumption can harm the environment and cost businesses with sustainability goals.
Solution: Adopt eco-friendly practices such as recycling toner cartridges, using recycled paper, and reducing overall printing.
How to Reduce Office Printing Costs
Here are actionable steps to lower your office printing expenses:
1. Conduct a Print Audit
A print audit helps identify how much your company is spending on printing and where inefficiencies lie. Many MPS providers offer this service to help you get started.
2. Set Print Policies
Establish clear printing policies, such as defaulting to black-and-white and double-sided printing or limiting color printing to specific departments.
3. Transition to Digital Workflows
Digitizing documents and workflows reduces the need for printing altogether. Consider adopting document management systems to streamline digital processes.
4. Partner with a Managed Print Services Provider
MPS providers can help you optimize your printing environment, manage supplies, and reduce overall costs. They often provide proactive maintenance and advanced analytics to keep your printing efficient.
5. Educate Employees
Encourage employees to be mindful of their printing habits. Provide tips on reducing waste and using digital alternatives whenever possible.
The Bottom Line
Office printing costs go beyond paper and toner. By identifying hidden expenses and taking steps to address them, your business can save significant money while also improving efficiency and sustainability. Whether it’s upgrading to modern printers, implementing an MPS program, or transitioning to digital workflows, reducing printing costs is an achievable goal that benefits your bottom line.
Ready to take control of your office printing? Contact Atlantic Business Interiors today to learn how our Managed Print Services can help your business save time and money.