How to Minimize Printing Costs

Going paperless these days is a trendy thing to do, even though we understand why some businesses like to keep their hardcopy documentation printed out and available. If you’re careful, you can limit printing to reduce the costs associated with printing, while still keeping your critical files organized and ready.

Here are some ways you can adapt your office’s printing tendencies to match your goals.

Implementing a Print Policy

Any policies or procedures you implement for your organization’s printing policy should be documented, in language that is both clear and concise, in a location where it’s readily accessible to your staff. It should include all of the following:

• How many prints each department/user should make in a specific period of time.
• Which documents can be printed in color, and which should remain in greyscale.
• Which documents should be produced in hardcopy, and which can stay digital.
• Which pages from a given document actually need to be printed, and which can be omitted from the hardcopy.
• The cases in which double-sided printing is an option.
• Whether or not a document has received an initial proofreading.

These guidelines should be preferable ranges that you can alter and adapt. You can never know when your organization will require that you have hard copies of documents, so don’t be afraid to throw away the printing caps when you need to. However, placing a cap on your business’ printing will naturally save you quite a bit of money through simple awareness of resources.

Utilizing Network Printers with Print Management Software

This type of organic decrease in printing will only get you so far. It’s more economical to invest in a network-attached printer that the entire office shares. This is good for your organization’s printing policy because it can give you vital insights into your companies' printing habits and offers ways to minimize waste. It also reduces the number of devices that need to be maintained.

Macro Systems can provide your business with a variety of ways to take advantage of modern printing technology. To learn more, reach out to us at 703-359-9211.