There are many different costs you will need to cover when you are running a business. One such cost is printing. While printing is a necessary activity in the day-to-day running of your business, it is the cost that has the potential to spiral out of control. Here are some tips for preventing this from happening.
Staff Training and Policies
Some of the major causes of printing costs spiralling include human error and a lack of staff understanding with regards to printing costs. Taking the simple steps of training staff around the use of printers and devising company policies can go a long way towards keeping printing costs to a minimum. Be clear about which documents should and should not be printed and do not allow the use of printers for personal reasons. Make sure staff are fully aware of the costs related to printing and that they are fully informed about the ways they can contribute to keeping these costs at a minimum.
Another contributory factor to spiralling costs is wastage. There are two important steps to take in order to prevent the waste of printer ink and paper. The first is to only print documents when absolutely necessary. If it is possible to simply email the information, then this is the cheapest and least wasteful option. Also, proofreading and editing all documents will reduce the amount of times documents need to be printed for a second time to rectify any mistakes found on the already printed copies.
Money Saving Product Choices
Choosing the right products can also save you money on your printing. For example, a lower quality paper is fine for daily office use and will cost you much less than a high-quality paper. You may wish to reserve stocks of the more expensive paper for documents such as promotional materials. It is also possible to save money on the ink cartridges you buy for your printers. Opting for remanufactured Lexmark ink cartridges, for example, can save you as much as 50 per cent in comparison to buying original ink cartridges from Lexmark or any of the other major brand names. Over time, this can make a significant difference to the amount of money you spend on ink.
Choosing the Right Printer Settings
A further step you can take to reduce your expenditure on printing is to make sure you use the right settings on your printer. Most printers offer several options and it is usually possible to set the printer to run in a more efficient manner. By using these settings, your printer will use much less ink and this will make the cartridges last longer. As a result, they will need replacing on fewer occasions.
Avoiding Printer Maintenance and Replacement Costs
When printers need repairing or replacing, it can be expensive. You can avoid this by buying decent printers from a reputable brand that come with a warranty or guarantee. People often mistakenly believe they are making a saving by buying cheap printers. However, this is usually a false economy. The problem with buying cheap printers is that they are more likely to need replacing sooner or that they need repairing on a regular basis. Overall, it is likely that you will end up paying more for repairs and replacements in the long-term. Another problem is that they often use combined ink cartridges. When one colour runs out, the whole ink cartridge needs replacing even if there is plenty of the other colours left. The more expensive models will usually allow you to replace only the colours that need replacing.
Implementing these strategies can help you to keep your printing costs to a minimum. This can help you to reduce your overheads as a whole, increase your profit margin and make a success of your business.
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