With the current plummeting economic rates, minimizing input while maximizing output is a necessity that guarantees whether your business thrives or crumples. Research affirms that even 3% of the business expenses are attributed to printing and copying expenditures. An even more worrying is that in the bid to minimize operational costs, most businesses overlook the costs of printing and copying, which as we have found out are eating up a big chunk of business resources, especially when it goes unnoticed.
Below are some of the ways in which you can cut down printing and copying costs and cut down the overall operating overhead.
Invest in High Quality Printers
The first step towards cutting down on printing and copying costs is to invest in the right printers for your printing needs. While these devices are more expensive at first, in the long run their use will save a lot of money for your business because they generally use much less toner. When choosing a printer you need to decide the amount of printing and the kind of documents needed. If most of your printing is just black and white text, you do not require multiple color printers.
Additionally, a laser printer is a better option since it is faster and thus suitable for business that print a large number of pages. Inkjet printers normally guzzle a lot of ink and are more suitable for home use. Buying a printer that turns off automatically is a good idea since it will also save on energy bills.
Upgrade Your Devices
Being stuck with an old device means that your business not only produces work that is below standard but also that it translates to more expenses, since such devices require time to operate. A business should conform to the current technology to improve production and simplify maintenance.
Decrease Your Printing
While printing, the most important thing to consider is what part if the document you want printed. Many employees will hand out a whole file for printing whereas they only needed a few pages of the printed. They usually later discard the pages which they don’t need, thus wasting time, paper and color.
Decreasing the number of prints you make per month will also help your business go green.
Implement Good Printing Practices
Good printing practices mean the following: utilizing photocopying of documents where multiple copies are required, this is because photocopying is more economical as opposed to printing. Teach the employees how to utilize the printer’s capability to produce varying degrees of quality depending on the purpose of a document. This means you save on ink. Avoid using dark-colored paper but instead use light paper that is cheaper and easier to recycle.
Establish Printing Rules
A lot of waste occurs when employees print documents that are not useful to the business. These can be anywhere from personal documents to unnecessary pages being printed regularly. To avoid this, establish rules to ensure only required documents are printed.
However, for all these tips to work for your business, it is advisable to step up and lead your people by example. That is the best way to ensure the new procedures are followed.