How to reduce your office printing costs
The fastest ways to cut office printing costs are to right-size your device fleet, switch to managed print services, turn on secure release printing, set sensible defaults like double-sided mono, and digitise the documents you don’t really need to print. Done together, these typically reduce print spend by 20 to 30 percent. Here’s how each one works.
1. Right-size your fleet
Many offices have too many devices, the wrong devices, or a mix that’s expensive to run. Consolidating onto the right number of efficient multifunction devices, placed where people actually need them, cuts both running and maintenance costs.
2. Move to managed print services
Managed print services (MPS) hand the running of your print environment to one provider. You get proactive maintenance, automatic toner delivery before you run out, and clear reporting, all for a predictable cost per page. No more emergency cartridge orders or surprise repair bills.
3. Turn on secure release printing
Secure release printing, sometimes called pull printing, holds each job until the user authenticates at the device. The benefits are immediate:
- Confidential documents are never left in output trays
- Forgotten and duplicate jobs are simply never printed, cutting waste
- You get a full audit trail of who printed what
4. Set smart defaults
Small policy changes add up fast:
- Default to double-sided (duplex) printing
- Default to mono, with colour available when needed
- Use rules to route large jobs to the most cost-effective device
5. Print less in the first place
The cheapest page is the one you never print. Digitising and automating document workflows, scanning, routing and storing documents electronically, reduces print volumes and makes information easier to find.
Start with a print audit
You can’t manage what you don’t measure. A print audit reveals your true cost per page and where the waste is hiding. Book a free print audit and we’ll show you exactly where you stand, with no obligation.