REDUCE YOUR OFFICE PRINTING COST

Assuming that you have 50 employees in your company and those 50 employees print a 3-page document at least every day, how much do you think do you spend on your digital printing cost? The numbers in the question is quite small if you are to analyse it vaguely, but if you are to really compute the cost that your company spend on printing, you would be shocked more than amazed to know that you are spending a lot on printing. What’s unfortunate is that most of the documents printed by your employees go to waste -- some print outs just contain a one liner text or a link from a printed webpage and some are documents that are totally irrelevant with what the company is doing.

                                   

Giving your employees the freedom to print freely and to print whatever they want is not really unacceptable as long as they also know how to print economically.

TIPS TO PRINT ECONOMICALLY

Printing is one activity that you cannot avoid completely in an office. Employees use documents in their daily reports, presentations and proposals. Printing makes the lives of the employees easier. However, employees must also know how to fully utilise printing to their advantage.

• Print in “draft” mode whenever possible. Draft mode is a setting that can be used when printing any Microsoft Office software. Draft mode works by printing selected dots from the matrix of the document if it were to be printed in normal mode. When a document is printed in draft mode, the document will appear to be lighter and dottier but still, you can perfectly read the text and recognize the images that are printed. And since draft mode only select dots from the matrix of the document; it increases the print speed too.

• Print in duplex or multiple. You can cut off your company’s printing cost through printing on both sides of the pages or by printing multiple pages on one paper. You can do one of these techniques or you can do both. Printing in duplex or multiple is especially useful when printing Microsoft Powerpoint presentations.

• Use print preview and shrink to fit when printing. Aside from printing in draft mode and printing in duplex or multiple, you can also use print preview and shrink to fit to cut down on your printing cost. Before printing anything, preview the document and see how it will look on paper by using the print preview button. You can choose to adjust the font size of your document’s text or you can add spaces to the paragraphs to make your document more presentable.

Avoid wasting valuable ink and learn how to reduce your printing cost. However, if you feel that the printing cost of your company is not moving according to the way you wanted it to be, then you must probably seek for the help of the experts.

 

Capita Document Information Services offers managed document services for companies who want to cut down on their printing cost. To know more about how Capita can help your bu