The office print environment is often the last unaudited department in many businesses. The lack of even the most basic controls can be costing your business significant money. Think about it, anyone with a mouse is making a buying decision every time they print a document in color rather than black and white. Color prints are expensive, ranging from 10 to 80 cents per page depending on the output device.
Implementing controls can lower your cost, reduce waste, and save money. Here are four steps to take that will get your print environment under control.
1. Create a Formal Print Policy - Studies have shown that merely mentioning the implementation of a print monitoring policy can reduce unnecessary color printing by as much as 10 percent! Set up simple rules like always printing two-sided documents, or assigning color print on an as needed basis to your lowest cost device can offer immediate cost savings.
2. Reset Printer Defaults - Your print driver can save you money! Resetting your printer default to print two-sided documents takes just a few seconds and can cut your paper use in half! Setting the default to print only black and white can save on expensive color toner. You can dive deeper and set protocols for specific documents like email, PDFs, and PowerPoint slides as well.
3. Put A Managed Print Program In Place - A Managed Print Program is technology driven – it utilizes software that allows you to set restrictions on both device and user protocols. This step alone can reduce waste by up to 30 percent. Restricting color print for several key employees, for example, will save you money and less waste means better sustainability!
4. Use Predominantly Monochrome or Black and White Devices - The fact is, most of your employees don’t need to print color documents. Restrict color to one low cost device and implement strict user controls. Making the majority of your printing devices black and white will lower toner costs significantly. Remember, black and white requires one cartridge, while color print requires four or more. You’ll save money on toner and use less supplies.
These four simple steps will cut waste, reduce consumable use and save you money. If you would like even more great ideas, consider consulting a professional Managed Print Services provider for solutions to get your print environment under control. Implementing print controls is a smart business decision that will translate directly into bottom-line savings for your business!
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