Ask any business owner or manager about their printing costs and they will be quick to tell you their frustrations when it comes to purchasing printer cartridges, wasted paper, prints and the cost to repair broken printers. If the right technology and printing processes aren’t put in place, printing costs can skyrocket silently and can impede profits, which can potentially stagnate the business’s growth.


There are a few ways businesses can curb some of these high printing costs. Here are 6 strategies that you should consider.

Set basic printing options

It seems very simple, but it is effective. Restrict the people within your organisation to print in a certain format. For example, restrict certain printers to print only in black and white. This will help the organisation conserve the amount of colour ink that’s consumed. Additionally, set the default printing option to “draft”.

Make sure that your fonts are legible

Many people tend to use the incorrect font size when it comes time to print their document.
For example, a person might print a 20 page report and realise after printing the document that the font size is too small. Or they might see that the font size isn’t legible.

You can use the following link to compare fonts that save ink and that will also minimise the amount of wasted paper as a result of incorrect prints.

Go paperless and share your documents digitally

The organisation should strive to become paperless and encourage the people within the organisation to share documents digitally. Some of the ways this can be done includes:

Using collaboration software
There are online collaboration tools like Google Docs, which allow multiple people to comment and work on the same document.

Present the files digitally
Rather than make several prints for people to read, you can present the files in a digital format and have people view the files on their computers, laptops, tablets or even on their smartphones. Alternatively, present the file in a live meeting.

Print on both sides

Another simple tip is to print on both sides of the paper rather than do single-sided prints. In theory, this should minimise the paper consumption by 50%. Many people think that printing single sided will yield a more professional finish. But you can actually get a similar result with double-sided printing as well.

Initiate “pull printing” with your printer

This refers to the print job being activated at the printer. This minimises the amount of paper and ink that gets wasted. Look for printers that use an activation card or that will allow you to give employees a print ID to activate their printing job. It will also allow management to easily track the printing process and costs in their organisation.

Recommended for you:
How to Save Money / Make your Printer Cost-effective

Invest in an eco-friendly printer

Not all printers are built equally when it comes to eco-friendliness. Check the features of the printer that you purchase to see its range of eco-friendly options. For example:

  • How do the prints look like when they are printed in draft mode?
  • Find out if the printer uses tri-colour cartridges.

You don’t want to have your organisation’s printer secretly chipping away at your profits because of unseen printing costs. If it’s not managed well, this is exactly what will happen.

These six strategies should help your organisation minimise costs when it comes to printing. Are there any other cost-saving tips that you feel should also be on the list? Share them with us.