Start with a Print Audit
Before implementing changes, understand your current situation. A comprehensive print audit reveals:
- Total cost of ownership for all printing equipment
- Usage patterns across different departments
- Hidden costs like emergency repairs and supply purchases
- Inefficient equipment that’s costing you money
This baseline measurement is essential for tracking improvements and identifying the biggest opportunities for savings.
Strategy 1: Consolidate and Optimise Equipment
Remove Underused Devices Many offices have too many printers. Consolidating devices can reduce costs by 20-30% through:
- Lower maintenance contracts
- Reduced supply purchases
- Better equipment utilisation
Right-Size Your Equipment Match equipment to actual needs. A high-volume multifunction device costs less per page than multiple small printers for busy departments.
Strategic Placement Position equipment to serve multiple departments efficiently whilst maintaining reasonable walking distances.
Strategy 2: Implement Print Management Software
User Authentication Require users to authenticate before printing. This simple step typically reduces unnecessary printing by 15-25% as people become more conscious of what they’re printing.
Print Quotas and Policies Set department or individual print quotas to encourage responsible usage. Implement policies like:
- Default to duplex (double-sided) printing
- Black and white as default setting
- Require authorisation for colour printing over certain volumes
Follow Me Printing Documents only print when users are physically present, eliminating abandoned print jobs and protecting sensitive information. Uncollected jobs can be deleted from the print queue automatically.
Strategy 3: Optimise Supply Management
Single Source Purchasing Negotiate better rates through volume purchasing agreements. Even small businesses can access better pricing through managed print service providers.
Automatic Supply Monitoring Proactive monitoring prevents emergency purchases at premium prices whilst ensuring you never run out of essential supplies.
Compatible, Tested Consumables Where appropriate, use compatible cartridges that offer significant savings without compromising quality.
Strategy 4: Embrace Digital Alternatives
Digital Document Workflows Reduce printing by implementing digital processes:
- Electronic signatures for contracts
- Digital forms and approvals
- Cloud-based document sharing
- Email delivery instead of printed reports
Mobile and Cloud Printing Enable printing from mobile devices and cloud storage to reduce the need for multiple copies and email attachments.
Strategy 5: Preventive Maintenance
Regular Servicing Preventive maintenance prevents costly emergency repairs and extends equipment life. Well-maintained equipment also uses supplies more efficiently.
Professional Support Partner with specialists who can identify and resolve issues before they become expensive problems.
Energy Efficiency Modern, energy-efficient equipment reduces electricity costs and often qualifies for tax incentives.
Strategy 6: Monitor and Measure
Regular Reporting Track key metrics like:
- Cost per page by device and department
- Monthly usage trends
- Supply consumption rates
- Equipment downtime costs
Continuous Improvement Use data to identify new opportunities for savings and optimisation.
Real-World Results
Businesses implementing these strategies typically see:
- 25-40% reduction in total printing costs
- 50% fewer emergency supply purchases
- 90% reduction in equipment downtime
- 30% less paper waste
Implementation Tips
Start Small Begin with the easiest wins like setting duplex as default and implementing user authentication.
Get Buy-In Communicate the benefits to staff and involve them in identifying wasteful practices.
Work with Experts Partner with managed print service providers who can implement these strategies professionally and maintain them long-term.
Review Regularly Print needs change as businesses evolve. Regular reviews ensure continued optimisation.
The Managed Print Services Advantage
Whilst you can implement some strategies independently, managed print services deliver the biggest savings by:
- Providing expertise and technology you might not have in-house
- Negotiating better supply prices through bulk purchasing
- Offering predictable monthly costs instead of variable expenses
- Maintaining equipment proactively to prevent costly failures
Getting Started
The first step to reducing your printing costs is understanding your current situation. A professional print audit will reveal exactly where your money is going and identify the biggest opportunities for savings.
At CSR Digital, we’ve helped Northamptonshire businesses reduce their printing costs by an average of 35% while improving service reliability. Our local team brings over 30 years of experience in optimising print environments for maximum efficiency.
Frequently Asked Questions
How quickly will I see cost savings? Some savings are immediate (like reduced paper waste from duplex printing), while others develop over 3-6 months as new practices become established and equipment optimization takes effect.
Will cost-cutting measures affect print quality? Not when implemented properly. Professional optimisation often improves quality by ensuring equipment is properly maintained and supplies are fresh.
Can small businesses achieve 40% savings? Yes, small businesses often see the largest percentage savings because they typically have the most room for improvement in efficiency and supply management.
What’s the biggest single cost-saving opportunity? For most businesses, it’s eliminating unnecessary printing through user authentication and print policies. This alone can reduce volumes by 15-25%.
How do I convince staff to change their printing habits? Education about costs and environmental impact, combined with easy-to-use systems, usually generates good cooperation. Showing the cost per page often surprises people.
Should I buy or lease equipment for maximum savings? This depends on your situation, but leasing often provides better value when you factor in maintenance, supplies, and regular upgrades to more efficient equipment. Leasing is also a tax efficient method that fixes cost for the duration (unless there are any changes to the law). It is often easier to utilise device recycling/reuse schemes if the device is rented.How often should I review my printing costs? Quarterly reviews help identify trends and opportunities, with an annual comprehensive audit to ensure you’re maximising efficiency and savings.
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