Document output is an indispensable step every business has to undertake. It’s a normal part of the operation. Even with the advent of paperless operations, companies are still using printers to produce hard copies of important documents. Given the present technology that we have, it would be difficult for many businesses to abandon the printed document totally.
Many companies do not bother to audit their printing costs. But some of them are eager to go paperless even if they’re not quite sure how much they’re actually wasting on unnecessary printing. It would really be hard to go 100% paperless. Because of this, the next best thing you can do to save money on printing is by minimizing printing wastes.
Printing cost can actually own up to 3% of your company’s revenues. Another shocking thing about it is about 20% – 30% of a company’s printing jobs are not necessary at all. It is important for a business owner to identify printing routines it can stop without affecting the business. It will be the start of implementing cost-saving measures for your business. Effective cost-control methods can cut your printing costs by as much as 30%. Here’s what you can do for a start:
1. Optimize printer use with printer sharing.
Printers were initially designed for individual use. But with the advent of networking, printer sharing became a popular option among printer users – making stand-alone printers available to multiple users. It helps businesses to conserve energy and optimize printer utilization.
2. Print only the documents that require hard copies.
Printing requires you to spend money on energy, consumables and salary of your staff. If you print documents that go straight to the filing cabinet, you are actually wasting resources. To avoid this, conduct an inventory of documents and files that require printing. For documents and files that don’t require hard copies, you may store them on secure data storage devices.
3. Use software that has a “cancel printing” utility.
Certain software allows cancellation of printing especially if the computer hasn’t forwarded the page or document to the printer yet. This feature is especially helpful when you notice an error on a document that you want to print. Canceling the print job gives you time to correct the mistake and save yourself from wasting cost in the form of time, energy, ink and consumables.
4. Print in draft quality
Printing in draft quality is faster and uses lesser ink than other fonts. It is the most practical approach when printing copies of daily reports, monthly and quarterly remittance reports and employee masterfile lists to government agencies. Documents that are intended for internal use and consumption should also be printed in draft quality. Documents that are printed in letter quality are certainly impressive but producing them is too costly aside from being time-consuming. Using letter quality on all documents is simply not practical.
5. Consider print management system for your print environment
Print management system is one of the latest approaches towards an efficient printing infrastructure. It allows you to monitor, control, and streamline your print environment. It makes remote printing possible and allows identification of problem units.
To optimize your printing infrastructure, you should seek the help of professional providers of print management solution. They are the people who have the technology, skill, knowledge and experience of systematizing your print environment to make it more efficient and cost-saving.
There’s really no such thing as an absolutely paperless business operation. We may try to avoid printing but we just can’t evade from the truth that printing is here to stay, and it will be with us for a long time.
Lori Palermo is a corporate consultant who is experienced in the areas of fund administration, corporate solutions, human resources, technology and small business. He likes to share his knowledge about business and human interests. .