Printing is one of those costs that rarely gets examined closely, which is exactly why there is usually so much room in it. Here are the seven changes that produce the biggest savings in the offices we work with.
1. Set duplex printing as the default
Double-sided printing halves paper consumption almost overnight. Set it at the driver level so it applies to everyone, not as a checkbox people have to remember.
2. Separate colour from mono
Colour pages typically cost four to six times what a mono page costs. One shared colour device plus several mono workhorses is nearly always cheaper than colour everywhere.
3. Use high-yield cartridges
High-yield cartridges cost more per unit and considerably less per page. Above roughly 500 pages a month, they are the obvious choice.
4. Consolidate the fleet
Ten desktop printers cost more to run and maintain than three well-placed shared machines. Consolidation reduces consumable variety too, which simplifies ordering.
5. Turn on secure print release
Requiring people to release jobs at the device eliminates the abandoned print outs that pile up beside every office printer. It typically removes 10–15% of total volume.
6. Keep the machines serviced
A poorly maintained printer wastes toner, jams more often and fails sooner. Scheduled maintenance costs less than the repairs it prevents.
7. Measure what you actually print
You cannot manage what you do not measure. Most business printers report volume by device and by user — start there before making any purchasing decision.