In addition to being bad for the environment, printing documents costs a lot of resources and money for most businesses. In this post I give you 12 tips to implement a cost effective printing strategy for your company.
1. Think Twice Before You Print
Before printing a document think twice. Ask your self the following questions: Do I really need a hardcopy? Can I only print a few selected pages as opposed to the whole document? Can I take notes on a notepad instead of the printed document?
2. Print Multiple Pages
Most printers allow you to print more than one page of information on a single sheet of paper (for example, 2 pages side by side). In some printers you also have the option to print on both sides of the paper.
3. Scan Documents
Sometimes we only have a hard copy of a document. In order to distribute the document we take photo copies. By scanning documents you can eliminate the need for photocopying. When an document is in electronic format it is easy to store and share the document.
4. Print in Black and White
Printing in color is more expensive than printing in black and white. Only use color when it is absolutely required.
5. Select the Right Printer
Before you buy a printer find out what is its printing cost per page. If you have multiple printers at your company, choose the most cost effective printer from high volume printing jobs.
6. Draft Printing
Many times we take printouts for personal use. If the document is not a client facing document then you can print your document in low quality draft format. You can set print quality of a document by right clicking on your printer’s icon under Control Panel.
7. Multiple Paper Trays
If your printer has multiple paper trays then you can load low quality paper into one tray and high quality paper in the second tray. Most internal documents can be printed using the low quality paper tray.
8. Setup Multiple Printers on your PC
It is always advisable to set multiple instances of the same printer with different configurations. For example, if your printer is Called HP LaserJet 4000, you can create a printer called “HP 4000 Draft Quality” and “HP 4000 Fine Quality” on your PC. When printing internal documents you can choose “HP 4000 Draft Quality” and when you print documents for your clients you can choose “HP 4000 Fine Quality”. The benefit of using two printer setup is that you do not have to change print settings each time you submit a document for printing.
10. Proof Read & Preview
Before printing a document, proof read it and preview the page. This way you will know how your printouts will exactly turn up. By eliminating errors you are reduce the need for reprints.
11. Print to File
Many times we print a document because we may not have the software to view the document on another PC. By printing the document directly to a file (such as PDF) you will be able to use the document for later reference. For example, when you submit any document to the Primo PDF print driver the document is converted into a PDF file.
12. Use Graphics Responsibly
When creating a document use graphics responsibly. For example, if you create a cover page with a black background and white text you are going to waste a lot of ink on the cover page.
Do you have any additional tips to save money on printing? Please share them below.
Photo Credit: smil’s photostream