Is your office printing more than it needs to? Many businesses don’t realise how quickly printing costs add up—from ink and paper to maintenance and energy usage. Without a plan, costs can get out of control and hit the bottom line. But cutting costs doesn’t mean cutting quality or productivity. With the right approach, offices can print optimised and keep costs in check.
From choosing the right equipment to managing supplies efficiently, small changes can lead to big savings. The key is to be intentional about how, when and why documents are printed.
Use High Quality Cost Effective Supplies
One of the simplest ways to cut costs without losing print quality is to use reliable high yield ink cartridges. Low quality alternatives may seem cheaper upfront but often mean more frequent replacements, poor print quality and even damage to the printer. Investing in the right supplies reduces long term costs and minimises wasted prints.
Set Printing Policies
Many employees print without thinking about whether the document really needs to be on paper. Establishing office wide printing policies can reduce unnecessary prints. Encourage double sided printing, black and white over colour when possible and digital for internal documents.
Another approach is to require approval for high volume or colour printing. Simple reminders like a pop up notification asking “Do you really need to print this?” can encourage mindful usage.
Optimise Printer Settings
Changing default printer settings can save a lot. Set printers to draft mode for non essential documents, reduce ink usage by using eco mode and ensure the correct paper size is used to avoid misprints.
Many modern printers allow businesses to track and control print volumes per person or department. By analysing usage reports you can identify areas to improve print habits.
Maintain Your Equipment
A poorly maintained printer wastes ink, paper and time. Dust build up, worn out rollers and clogged print heads can cause paper jams and poor print quality. Regular maintenance extends the life of your office printers and prevents costly breakdowns.
Encourage employees to report any printing issues and schedule regular servicing to keep machines running smoothly.
Swap to Multifunction Printers (MFPs)
Instead of using separate devices for printing, scanning and copying consider consolidating with a multifunction printer. MFPs reduce energy consumption, save office space and streamline workflows—all while saving costs.And many newer models have auto power down features to reduce energy costs.
Install Print Monitoring
Monitoring is the best way to prevent overspending. Print management software allows you to monitor print volume, set user permissions and enforce cost saving policies. With this data you can adjust your policies and eliminate wasteful printing habits.
Go Digital
While printing is necessary for many things, going digital can save paper and ink. Encourage your employees to use electronic signatures, cloud storage and digital collaboration tools wherever possible.
Many reports, presentations and memos can be sent by email or stored online instead of being printed multiple times. By going paperlight in the office you can save money and shrink your carbon footprint.
Smart Printing Saves Money and Resources
Managing office printing isn’t about getting rid of it altogether – it’s about being smart with your resources. By investing in good quality ink cartridges, optimising your printer settings and encouraging mindful printing habits you can cut waste and maintain productivity.
A few simple changes can make long term savings, better resource management and a more sustainable office. Smart printing isn’t just about spending less – it’s about printing smarter.
