Printing is an indispensable demand in most businesses, yet do you know that poor printing habits can be a big money consumer? Many companies overspend on printing without knowing it. However, a few simple changes can help reduce the cost of printing and increase efficiency. Let’s review some of the most common office printing mistakes—and how to avoid them.
Printing in Color When Black & White Would Do
Color prints look beautiful but are 3 to 5 times as expensive as black-and-white prints. When printing internal documents, emails, or drafts, it’s best to stick with gray hues to save costs and paper.
Set the default mode on your printer to black & white and use color print only when necessary.
Using the Wrong Print Settings
Most offices continue to use their original settings without altering paper size, quality, or duplex printing. That means more paper is thrown away, and costs go up.
- Enable double-sided printing (duplex mode) as the default.
- Reduce print quality for internal documents to save on toner.
- Use “Print Preview” before printing to avoid wasting pages.
Ignoring Printer Maintenance
Printers that are poorly maintained can cause a number of headaches, including paper jams, grabs of paper that won’t print, and frequent breakdowns. Any expense like this costs money and slows productivity.
- Have maintenance work done by a professional service regularly.
- Ensure you keep your printer clean and stocked with high-quality toner and paper.
- Regular service is part of the package if you lease a multifunctional printer.
Keeping Outdated Equipment
Older printers consume more power, break down more efficiently, and lack modern features like cloud-linked charts. Keeping an old machine may cost more in repairs than upgrading.
- Upgrade to a newer multi-function printer (MFP) to save fuel and increase productivity.
- Consider hiring leasing to reduce initial investment and ensure you have the latest technology.
Not Keeping Track of Printing Usage
Do you know how much your company spends on printing each month? If not, then some costly habits have added up. Employees might be printing unnecessary pages or using the printer for personal documents without oversight.
- Use print management software to monitor usage and set limits.
- Get user authentication so employees only print what is necessary for them.
- Encourage a move toward a paperless culture where possible: using digital PDFs instead of hard copies.
Purchasing Exorbitant OEM Toner Instead of Compatibles
Original Equipment Manufacturer (OEM) toner cartridges can be significantly more expensive than high-quality compatible or remanufactured cartridges.
- All reputable sellers of refurbished or compatible toner will save you money.
- If your business rents a printer, ask about economy ink refill plans.
Turning Down Printer Rent or Lease Offers
Many companies buy printers outright without even considering leasing or renting. However, an initial outlay and buying may look like a once-off expense; future repair, servicing, and new models are expenses ahead, often outweighing the cost benefits in years to come.
- Renting a printer costs nothing upfront, so you always have the latest model.
- Most leasing companies (including us at OfficeTech) take the headache and cost of maintenance, toner, and repairs out of your hands.
OfficeTech offers branded printer and photocopier rentals in Toronto & the Greater Toronto Area! Whether you need a reconditioned or new all-in-one printer, we have the model to fit your business.
Contact us today to find the perfect printer rental for your office!