It’s no secret that printing costs can quickly add up, especially if you are printing in high volumes. However, there are a number of ways that you can reduce your printing costs without compromising on quality or performance.
Here are a few professional tips to help you reduce your printing costs:
Print in Black & White as much as possible
Colour pages cost up to 10 times more than a mono page, so set your printer to default to black and white. Many documents don’t need to be in colour, so you could save a fortune by making this change.
Print Internal Documents Double Sided
Whenever possible, set your print setting to print double-sided. Duplex printing is where your printer prints on both sides of the page automatically. It’s a great way to save money, paper, and the environment, so if your printer has this function, make sure you use it.
Proof-read before you print
You will be surprised how many pages you can avoid printing by taking a few moments to use the print review function to pick up any layout issues and typographical errors. Not only will this reduce your paper and ink costs, it will also make you look more professional.
Reduce print margins
If you’re printing a document for internal use only, then you can usually reduce the top, bottom and side margins, without affecting the overall look of the document. This can save you up to 30% on paper costs.
Avoid photo printing
If you absolutely have to print photos, try and use the draft mode or lower quality setting, as this uses less ink.
Print only what you need
It’s easy to fall into the trap of printing a large document when you only need one or two pages. When you select print, remember to specify the pages you want to print.
If you are unsure whether you need to print a document, ask yourself if you can achieve the same objective without printing it. For example, can you view it on your screen, or could you take a screenshot instead?
Use draft mode or lower-quality settings
Your printer, likely has different quality settings for printing documents. When you don't need professional-looking prints, consider using a lower quality setting. This will use less ink, which will save you money in the long run.
Use the scan to email function
Instead of copying a document to share with someone, scan it and email it to them directly from your multifunction copier printer. This will save you time, money, and paper.
Print job did not print
Before you print it again, look for any notifications on your desktop and/or multifunction photocopier. The copier may simply need paper or toner. You don’t want to get multiple copies of the same document, once the problem has been resolved.
Print or save to PDF
When it comes time to save and distribute a final document, select "Print to PDF". This will retain your document in its intended format, making it simple to distribute by email, or save it for sharing.
Use "print release" software
Print release software holds print jobs until you release them at the actual multifunction printer. This can be done by using a swipe card, entering a pin number, or selecting the job from a queue. Print release significantly reduces the number of pages printed, improves data security and office efficiency.
Use the right machine for the job
High volume jobs should be directed to high-speed, cost-efficient photocopiers and printers, rather than small, toner hungry machines. Getting your office set up with the right types of print devices, and channelling work to the most suitable machine, will significantly reduce your printing costs.
Managed Print Services
The simplest way to find out if you can improve your office functionality and reduce costs, is to speak with one of the Axia Office managed print specialists; there’s no obligation! We know that if we offer good advice, one day you’ll reach out for our help. That’s how we operate.
Axia's new Unlimited Print Plan!
Based on several factors, including the print usage history of your business, we set a monthly cost that gives your business unlimited black & white and colour prints. There is NO cost per page, and NO fixed or minimum volume.
To find out if the Unlimited Print Plan is suitable for your business, contact us today and one of our account managers will complete a FREE review of your multifunction printer or photocopier equipment, as well as an analysis of your usage and print costs.
Photcopier lease: The smarter way to print
Leasing a photocopier means that you can take advantage of the latest technology at a price that suits your budget. You can also include service and maintenance in your lease, so you don’t have to worry about a thing. With a managed print service contract from Axia, we will work with you to proactively manage your printers, copiers, and multifunction devices. We help you get the most out of your machines and keep your office running efficiently.
By following the tips in this article, you can save money on paper, ink, and toner. You may also want to consider using a managed print service contract from Axia Office, to get the most out of your office printers and copiers.
To find out more about how we can help you reduce your printing costs, contact us today.
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