Ever have a paper cut? Painful, right?
That tiny, almost insignificant slice (almost always in an inconvenient spot, of course) will bother you for a day or two and then you’ll forget about it – until the next one.
Excess printing in your office is a series of paper cuts to your business’ bottom line.
Look around your office and count the number of printers and MFPs. (You do know how many printers and MFPs, large and small, you have in your office, right?)Now think about your print habits. (You’ve gone almost entirely digital and never print? Good for you, think about the rest of your co-workers.) Documents are printed for review. We print agendas and business plans to share in meetings (and how many of those copies end up in the circular file or left on the table once the meeting ends?). And raise your hand if you’ve ever printed multiple times because of paper jams/network issues and you forgot to cancel the extra four copies as you kept furiously clicking on the “print” button in frustration. Of course you need to print invoices to mail and other business documents, but a lot of the time, printing is wasteful.
Not many companies tightly track their print spend. It’s just a cost of doing business. That’s true, but that doesn’t mean you should spend more than you need to.
Start tracking now.
Until you do (and even if you are), here are five paper-cut sized tips to help keep some of that printing cost in your pocket:
- Make it harder for people to print. If someone doesn’t really need a printer on their desk or within easy reach within a small cubicle-farm, remove it.
- Set all default printing at duplex. Do this for both networked MFPs and for any individual/group printers that remain.
- Default to black and white printing. Color is great when you need to add punch to a document. However, do you really need to print in color a draft document that you’re going to mark up and then toss once you’ve made corrections? Color’s great; just make sure you need it.
- Default to draft quality. Unless it’s your final document that you need to file or customer facing, do you really need the highest resolution print out?
- Go to sleep. If your MFP has a “sleep” mode, use it – even during the day, but especially at night and on weekends. And, again, for printers and smaller MFPs that remain on desks – turn them off at LEAST at the end of the work day