How To Reduce Office Printing Costs

Printing may seem like a small detail in the day-to-day running of a business, until you realise how quickly the cost adds up. Business owners often have little insight into the team’s day-to-day printing habits. They’re not fully aware of what’s being printed, how often, and by whom.

Staff hit ‘print’ without thinking twice, and before you know it, you’re bulk ordering ink, toner and paper on the regular just to keep up. It’s one of those hidden expenses that quietly drains your budget, and it’s often completely avoidable.

If you’re looking to reduce your office printing costs, we’ve put together some handy tips you can action right now.

Set default printing to black and white and double-sided

This is an easy change you can make straight away. Colour ink is considerably more expensive than black ink, and single-sided printing uses double the amount of paper needed. By switching to black-and-white, double-sided printing as the default, you can make significant savings without disrupting how your team works. Most people probably won’t even notice the change, but your budget certainly will!

Encourage a ‘think before you print’ culture

The chances are, your staff don’t know what they don’t know. If the printer is there and available for use, they’ll assume they can print as much as they want, whenever they want. This is why a big part of reducing print costs comes down to mindset. Encourage your team to pause and think, “Do I really need to print this?” before hitting the button. The majority of printouts are either unnecessary or short-lived, often ending up in the recycling bin within minutes.

Sharing documents digitally, using collaboration tools, or reviewing files on screen can reduce unnecessary printing. Clear policies and gentle reminders, on office signs or in email signatures, can help build a culture where printing becomes the exception, not the norm.

Scan documents rather than copy

If your printer is a multifunctional device that allows scanning, copying, and printing, scanning is the smarter choice. Instead of making multiple paper copies, scan the document and send it digitally. It saves paper, ink, and storage space. Most modern printers have built-in scanning functions, so it’s quick and easy to do. Plus, digital files are easier to organise, search, and back up, making them a better option for both your budget and your workflow.

Switch to a Managed Print Service (MPS)

A Managed Print Service (MPS) gives you greater control over your printing by monitoring usage, automating supply orders, and handling maintenance, all for a predictable monthly cost. Instead of constantly ordering ink and troubleshooting printer issues yourself, an MPS ensures everything runs smoothly while helping you cut waste and reduce unnecessary printing. It’s a simple way to save money, free up internal resources, and bring some much-needed clarity to your print environment.

Use print management software

Print management software like PaperCut is great for tracking and managing print activity. It helps you see who’s printing what, how often, and where, so your team can be smarter about using paper and ink. It works in the background across all your devices and printers, helping reduce waste, cut costs, and keep things secure, without making printing harder.

Contact Rawson Digital

If you’re looking to reduce print costs and take control of your office printing, we can help. We offer both Managed Print Services (MPS) and supply and install print management software to streamline your setup, reduce waste, and save money.

With years of experience supporting businesses across the North West and beyond, and a friendly, knowledgeable team, we’ll help you find the right solution for your business. Get in touch today to chat with the team or get a quote.