For many modern businesses, printing is still one of a company’s biggest expenses and is often overlooked when considering how to best save on costs going forwards. Fortunately, major technological advancements have seen the introduction of energy-efficient, cost-saving features that are benefitting both the environment and the company’s bottom line.
If you’re looking for ways to cut unnecessary printing costs, or are in the market for a new printer, the first step is to analyse your printing needs. There’s no point investing in an industrial printer when you’ll only be printing the odd document every week. Look at elements such as the number of daily prints; whether they will be in black and white or colour; the print quality you require; and how many people will be using the printer.
5 Cost-saving Features of Printers
Once you have an idea of the type of printer needed, here are a few cost-saving features you can ask about:
- Energy efficiency of the printer
One of the best ways to save on printer costs is by investing in an appliance that is particularly energy efficient. You can find out what the printer’s energy rating is and how this will translate into savings for you. Some of the more common energy-saving features include switching from standby to sleep mode when the machine is note in use. Having a printer sit idle, drawing on electricity unnecessarily, is a big cost you can avoid.
- The lifespan of a printer’s consumables
Another cost associated with printers across a variety of makes and models is the replacement components such as the print drum, developer and toner. You’ll need to find out the average cost per page with regards to toner, and how frequently you’ll be replacing these. Also look into the cost of replacement consumables as these can vary substantially. Modern printers have settings such as ‘draft mode’ which allows you to print documents with half the amount of toner usually used. This results in cost savings and a more environmentally-friendly printer.
- Servicing and maintenance costs
All machinery will need to be serviced and have some sort of maintenance performed to ensure it enjoys a full lifespan. Failing this, you are likely to be paying for a replacement machine rather than replacement parts. You’ll need to discuss with the supplier what sort of service and maintenance agreement is available, the costs involved and how frequently this will have to be done. You might pay more for a printer initially, but if it has a longer guarantee, it’s well worth the initial cost. You’ll also need to factor in aspects such as time taken for repairs – do you go on a waiting list or is it instant? This will impact your business productivity during the printer’s downtime.
- User friendliness and training
Often the worst culprits with regards to printer expenses, are the users themselves. In a busy workplace environment, people might take the wrong printed document, forcing an unnecessary re-print. The print job could be sent to the wrong place, people forget they’ve printed the documents or it’s printed and not needed anymore. Along with costs related to excess printouts are users who don’t have a full understanding of how the printer works, resulting in unintentional damage to the machine. Find out how user friendly the printer is and whether there is any training that accompanies the device installation.
- Smart printer functionality
The contemporary smart printers are able to save you on costs through energy efficient features and enhanced durability. But more than this, you are able to use the scanning functionality which means scanning a document and storing it in the cloud, rather than photocopying for the entire office. This saves in printing costs and aligns with the current paper-less mentality being adopted globally.
There are many ways your printer can improve overall productivity while saving on costs, you just need to compare the options available. Work with a reputable office automation supplier who will assist you with ongoing maintenance and repairs.