How to Reduce Printing Costs in Your Business

Printing is still a critical part of many workplaces, even in the digital age. Whether your company is small and growing or a well-established business with multiple departments, office printing can quietly become a major cost center if not properly managed. From paper and ink expenses to printer maintenance and energy consumption, every aspect of your print environment can influence your bottom line.

Evaluate Your Current Print Environment

Before implementing changes, it's important to understand what your current setup looks like.

Conduct a Print Audit

Start by performing a print audit to evaluate how many devices are being used, what type of documents are being printed, how much is being printed per user, and where the biggest areas of waste lie. Many companies are surprised to find that they have far more print devices than necessary or that employees are printing in color when black and white would do.

A professional print audit can reveal:

• Number of pages printed per department
• Ratio of color to monochrome prints
• Average cost per page
• Redundant or underutilized printers
• Unnecessary print jobs

GCOP offers detailed print assessments that can help companies gain full visibility into their printing habits. With this knowledge, you can make smarter decisions about reducing waste and saving money.

Implement Print Policies

One of the fastest ways to lower printing costs is by establishing clear print policies. These help guide employees to make cost-effective printing decisions without reducing productivity.

Default to Black and White Printing
Color prints are often three to five times more expensive than black and white. Most documents do not require color, so setting your printers to default to monochrome can result in significant savings.

Duplex Printing (Double-Sided)
Enable automatic duplex printing to cut paper usage in half. Many employees do not think to print double-sided unless it's set as the default.

Restrict Color Printing to Certain Users
If your company needs color printing for specific tasks like marketing or design, consider limiting color access to those departments only. This can be enforced through user permissions on multifunction printers (MFPs).

Require PIN or Badge Release for Print Jobs
Secure print release solutions require users to authenticate at the device before their documents are printed. This helps reduce waste by eliminating forgotten or unnecessary print jobs.

Standardize and Consolidate Your Print Fleet

In many offices, printers are purchased as needed over time. This leads to a chaotic mix of brands and models, each requiring different supplies and service schedules. Consolidating and standardizing your printer fleet can streamline operations and save money.

Reduce Device Count
Too many devices lead to underutilization and excessive maintenance. GCOP recommends a balanced approach based on your office’s volume and layout. Fewer, well-placed MFPs can serve more users efficiently than a swarm of desktop printers.

Choose Multifunction Devices
Multifunction printers can scan, copy, print, and fax from one central unit. By using a few reliable MFPs instead of separate machines for each function, you reduce electricity costs, save office space, and simplify maintenance.

Select Energy-Efficient Equipment
Look for ENERGY STAR-certified printers and copiers. These models use less energy and often include power-saving features like sleep mode or automatic shutoff.

Use High-Yield Cartridges and Compatible Supplies

Ink and toner are among the most expensive ongoing costs in printing. Using high-yield cartridges and compatible third-party supplies can lower the total cost of ownership.

High-Yield vs. Standard Cartridges
High-yield cartridges contain more ink or toner and can print more pages. Although they cost more upfront, the cost per page is significantly lower, making them the better choice for most business environments.

Use GCOP-Approved Compatible Cartridges
Generic cartridges from unreliable sources can damage printers or produce poor results. GCOP provides quality-tested compatible cartridges that cost less than brand-name supplies but still meet high standards.

Switch to Managed Print Services (MPS)

Managed Print Services is one of the most comprehensive strategies for reducing printing costs and improving productivity.

GCOP’s Managed Print Services can help your company:

• Monitor and control printing company-wide
• Optimize the printer fleet for efficiency
• Automate toner deliveries before you run out
• Provide onsite service and repairs
• Predict monthly print expenses more accurately

By shifting to MPS, companies can cut print-related costs by up to 30 percent. GCOP helps businesses create custom plans based on their size, usage, and workflow needs.

Promote Digital Workflows

Reducing your reliance on paper is another powerful way to save money.

Use Digital Forms and eSignatures
Replace paper-based forms with digital ones. Services like DocuSign, Adobe Sign, and Microsoft Forms reduce the need for printing and scanning. GCOP can help integrate document management systems that support this transition.

Store and Share Files Digitally
Encourage employees to use cloud-based platforms like Microsoft SharePoint or Google Drive for document sharing and storage. Digital sharing reduces the need to print and improves collaboration.

Scan to Email or Folder
Instead of copying documents, scan them directly to email or a secure shared folder. Many modern MFPs have this feature built in, making it easier to stay digital.