Does Your Business Rely on Physical Documents? How to Save on Printing Expenses

Although streamlined digital technology does help keep businesses productive and efficient, document printing is nonetheless an essential part of most business operations. While printers might seem as technologically ancient as rotary phones, the truth is that printing technology has evolved considerably in the past few years, and has been engineered to be cost-effective and energy-efficient.

Having the best tools for office efficiency can yield cost-savings of thousands of dollars annually. Additionally, keeping costs low doesn’t necessarily require you to purchase or lease new office equipment – a few minor changes to your normal operations could help you save money. Here are a few solutions to consider:

Use Print Management Software

Giving your team members free rein on printing can drive costs through the roof. Print management software allows you to curb wasteful printing practices and keep tabs on everything that’s sent to the copier. Print management software not only allows you to oversee the printer activity, but it also provides you with the tools to accurately calculate the costs of printing both on the whole and for individual projects, so you can recoup your printing costs when you bill your clients.

Select the Right Ink and Toner

Did you know that you can purchase recycled ink and toner options at a considerable discount? If you have a flexible office printer that allows you to use compatible ink and toner products, you can save a lot of money without sacrificing the quality of your printouts. If you have concerns about how printing physical documents affects the environment, it’s a good way to reduce your carbon footprint without eliminating printing entirely.

Rethink the Location of the Shared Printer

Time is money, as they say, and if some members of your workforce have to walk long distances through your office to retrieve their printed documents, that’s time that could be better spent on doing their work. A central location, rather than a dedicated printer/copier room could be more efficient in the long term.

Consider Scanning Documents

Not only does copying and filing physical documents take up huge amounts of physical space, but the resources they use can also be astronomically expensive in both the short and long terms. While scanning physical documents might take an additional step, keeping scanned copies of important documents can be more efficient, since your workforce won’t have to physically visit the filing room or dig through archived documents whenever they have to retrieve a file – they can just look it up from their computer terminal.

Smarter printing practices can lower expenditures and deliver additional capital that could be used to build your business operations. You’ll reduce office waste, and run a cleaner, more effective business.

If you want to upgrade your printing solutions, Visual Edge IT offers office printers, scanners, VOIP phone systems, and much more for lease and purchase. To learn more about our products and services, please visit our information page for additional details.