In today’s business landscape, where efficiency and profitability are paramount, controlling printing costs is crucial for success. Printing expenses can quickly escalate, especially in industries that rely heavily on physical documents, such as healthcare, legal, and education. 
However, with the right strategies, tools, and a commitment to sustainability, businesses of all sizes can significantly reduce their printing overhead without compromising quality or productivity.
This article will provide a comprehensive guide to controlling printing costs, covering behavioral changes, technology implementation, and organizational policies. Additionally, we will discuss the role of Plus Technologies’ OM Plus suite of output management and print management software solutions in helping businesses achieve their printing cost reduction goals.
By the end of this article, you will have a clear understanding of how to control printing costs, optimize efficiency, and contribute to a more sustainable future.
The Hidden Impact of Uncontrolled Printing Costs
Uncontrolled printing costs can have a detrimental impact on a business’s bottom line. Studies have shown that businesses can spend between 1% and 3% of their annual revenue on printing, with a significant portion of those expenses going unnoticed. This hidden cost can strain budgets, hinder growth, and ultimately reduce profitability.
In addition to the financial implications, uncontrolled printing also has environmental consequences. Paper production is a resource-intensive process that contributes to deforestation, water pollution, and greenhouse gas emissions. By reducing printing, businesses can minimize their environmental footprint and contribute to a more sustainable future.
Strategies to Effectively Control Printing Costs
Fortunately, there are numerous strategies that businesses can implement to effectively control printing costs and reap the associated benefits. These strategies can be categorized into three main areas:
- Behavioral Changes and Optimizing Printing Practices:
a. Promote Double-Sided Printing: Encourage employees to print on both sides of the paper whenever possible. This simple practice can reduce paper consumption by up to 50%, significantly
lowering printing costs.
b. Minimize Color Printing: Color printing is more expensive than black and white printing. Restrict color printing to essential documents to reduce ink consumption and associated costs.
c. Emphasize Digital Solutions: Encourage the use of digital alternatives to printed documents, such as electronic signatures, cloud-based file sharing, and electronic document management systems.
d. Raise Awareness: Educate employees about the importance of reducing printing costs and encourage them to adopt mindful printing practices. - Leveraging Technology and Tools:
Print Management Software: Implement print management software to gain visibility into printing activity, track costs, and identify areas for improvement. This software can also automate cost-saving measures, such as defaulting to double-sided printing and restricting color printing.
Energy-Efficient Printers: Invest in energy-efficient printers that consume less power and have lower operating costs. Look for ENERGY STAR certified printers, which meet strict energy-efficiency standards.
Managed Print Services (MPS): Consider outsourcing your printing infrastructure to an MPS provider. MPS providers handle all aspects of printing, from device maintenance to supply procurement, ensuring optimal efficiency and cost savings. - Organizational Policies and Procedures:
a. Establish Print Quotas: Set print quotas for individual employees or departments to control excessive printing. This can be done manually or through print management software.
b. Restrict Personal Printers: Minimize or eliminate personal printers in favor of shared multifunction printers (MFPs). MFPs offer greater versatility and can be centrally managed for optimal efficiency.
c. Implement Printing Policies: Develop clear printing policies that outline acceptable printing practices and encourage responsible use of printing resources.
The Role of OM Plus in Printing Cost Reduction
Plus Technologies’ OM Plus suite of output management and print management software solutions is a powerful tool for businesses seeking to control printing costs and improve efficiency. OM Plus offers a range of features that can help businesses achieve their printing cost reduction goals, including:
- Secure Pull Printing: This feature allows users to release print jobs only when they are physically present at the printer, preventing unattended printouts and reducing waste.
- Print Audit Management: OM Plus provides detailed print usage data that can be used to identify areas for cost savings and make informed decisions about printing practices.
- Enterprise Print & Output Management: This comprehensive solution manages and optimizes print jobs across an entire organization, ensuring efficient use of printing resources.
- Vendor-Neutral, Cross-Platform Approach: OM Plus works seamlessly with virtually all enterprise printers or multifunction devices, regardless of brand or model, providing businesses with flexibility and choice.
Embracing a Sustainable and Cost-Effective Printing Future: A Summary of Strategies for Businesses
Controlling printing costs is not just about saving money; it’s about operating more efficiently, reducing environmental impact, and fostering a culture of sustainability. By implementing the strategies outlined in this blog post, businesses can achieve a more streamlined, cost-effective, and environmentally responsible approach to printing.
In addition to the strategies mentioned above, businesses can also consider investing in managed print services (MPS) to further optimize their printing infrastructure and reduce costs. MPS providers offer a range of services, including printer maintenance, toner and paper supply management, and print monitoring and reporting. By outsourcing their printing needs to an MPS provider, businesses can free up their IT staff to focus on other critical tasks.
Additional Tips for Reducing Printing Costs
Here are a few additional tips that businesses can implement to reduce printing costs:
- Utilize narrower options for Word documents and reduce font size to use paper more efficiently.
- Encourage employees to proofread documents electronically before printing to avoid unnecessary printouts.
- Scan documents whenever possible instead of printing them.
- Encourage employees to share documents electronically instead of printing them individually.
- Promote the use of electronic signatures to reduce the need for printed documents.
By implementing these strategies and tips, businesses can significantly reduce their printing costs, improve efficiency, and contribute to a more sustainable future.
Ready to take control of your printing costs and embrace a more sustainable printing environment?
Contact Plus Technologies today to learn more about how our OM Plus suite of output management and print management software solutions can help you achieve your goals. We offer a free consultation to assess your current printing practices and identify areas for improvement.
Together, we can create a printing future that is both cost-effective and environmentally responsible.
Call us at 1-877-899-7587 to learn more.
