How To Make Your Office Printing More Efficient

how to make your office printing more efficient

The idea of a completely paperless office is still a dream for most of us. Many offices still rely heavily on printing. Until we reach a paper-free future, it’s worth figuring out how to make your office printing more efficient.

Printing smarter can cut costs, keep machines in good shape, and reduce waste. Every business has its own printing needs, but these tips can help everyone improve. Some may seem obvious, but they can make a big difference.

Tip #1: Optimize Your Page Layout

One easy way to improve printing efficiency is by optimizing your page layout. Proper formatting can save space, allowing more content on each sheet. Adjusting margins and using single spacing can significantly reduce the number of pages. For example, reducing the default margin size from 1 inch to 0.5 inches can save up to 14% on paper usage.

Tip #2: Use Eco-Friendly Fonts

When optimizing your page layout, don’t overlook your choice of fonts. Eco-friendly fonts can significantly reduce your ink and toner usage, saving you money. These fonts are typically thinner and lighter. If you’re unsure which fonts to choose, consider these eco-friendly options:

  • Courier
  • Calibri
  • Garamond
  • Times New Roman
  • Century Gothic

On the other hand, you might want to avoid these ink-heavy fonts:

  • Cooper Black
  • Impact
  • Arial
  • Verdana

Still skeptical? Check out this story from Buzzfeed. In 2014, Suvir Mirchandani, a 14-year-old high school student, discovered that his school could save $21,000 annually by switching to Garamond, a thinner and lighter font that uses less ink.

Tip #3: Preview Your Document Before Printing

Always preview your document before printing. This step helps you catch errors or formatting issues, preventing unnecessary reprints. Ensure your document includes all necessary information and is correctly formatted. Also, double-check that you’re set to double-sided printing.

Tip #4: Choose The Right Paper

Before you hit print, consider your paper choice. Picking the right paper can help you avoid jams and improve print quality. Standard-size paper is usually the safest bet.

A study by Gartner found that up to 50% of help desk calls in organizations are related to printers, with paper jams being a major culprit. These interruptions can add up, especially depending on your IT support situation.

To keep things running smoothly, avoid using paper that’s too thin, too thick, or damaged. Overfilling the paper tray can also cause jams, as the printer might pick up multiple sheets at once. Make sure the paper is properly aligned in the tray to prevent this.

If you get a paper jam, don’t just walk away and leave it for someone else. Most multifunction printers provide easy-to-follow instructions on their screens to help you clear the jam. If you can’t fix it, let your tech support team know. Taking these steps can save everyone time and hassle.

Tip #5: Avoid Unnecessary Printing

Here’s a simple tip: print only when you need to. Before you hit print, ask yourself if it’s truly necessary. Can the information be shared digitally instead?

If your organization has a lot of meetings, try using projectors or screens, or share documents digitally rather than handing out printed materials. For instance, instead of printing agendas for your weekly meetings, share them via Microsoft Teams.

If you print a lot to maintain records, consider cloud-based storage solutions. Instead of making copies of bills and emails, you can scan them and save them in the cloud.

Need signatures? Use tools like DocuSign or Adobe Acrobat to add digital signatures. Those signed documents can then be emailed back and stored in the cloud, eliminating the need for printing.

By embracing these digital solutions, you can reduce your printing needs and streamline your processes.

Tip #6: Establish Clear Office Printing Policies

Establishing clear printing policies can help your office run more smoothly and reduce waste. First, decide if you will allow personal printing and communicate this policy clearly to everyone in the office.

Encourage common courtesy by asking everyone to pick up their print jobs promptly to avoid clutter and ensure documents don’t get lost or mixed up. Promote mindful printing practices and make use of tools and settings to reduce unnecessary printing. For instance, set all printers to default to black and white printing to save on color ink.

To enhance security and reduce unclaimed documents, implement a system where users need to enter a PIN, ID, or password, or use a card login to retrieve their print jobs. This helps prevent unclaimed documents from piling up in the tray.

By setting these policies, you can foster a more responsible printing environment in your office.

Tip #7: Purchase the Right Printer and Copier for Your Business

If you’re frequently dealing with printer repairs or malfunctions, it might be time to invest in a printer that truly fits your needs. The right printer can make a big difference in your office’s efficiency. 

Best Office Printer Features

Here are some features to look for:

  • Energy Efficiency: Look for printers with energy-saving modes, such as sleep settings, to reduce power consumption when not in use.
  • Fast Printing Speed: A printer with a quick printing speed can save valuable time, especially during busy periods.
  • Wireless Printing: Ensure the printer supports wireless printing, making it easy for everyone in the office to print without being tethered to a specific location.
  • High Volume Support: Choose a printer that can handle your office’s printing volume to avoid frequent breakdowns.
  • Mobile Printing Apps: Many modern printers come with mobile printing apps, allowing you to print documents directly from your smartphone or tablet, enhancing convenience.
  • Productivity Features: Look for features like an automatic document feeder, which can save time when scanning or copying multiple pages.
  • Secure Printing: Some printers offer secure printing options, ensuring sensitive documents are only accessed by authorized users.
  • Cloud Storage Integration: Printers that integrate with cloud storage services like Google Drive or Dropbox can streamline document management and accessibility.

The Best Office Printers

By choosing the right printer, you can improve your office’s productivity and make your investment worthwhile. Here are some recommended brands that offer a range of reliable and efficient printers:

  • Brother
  • Xerox®
  • Epson
  • Lexmark
  • KIP
  • Kyocera

Tip #8: Partner With A Managed Print Provider

If you’re serious about getting the most out of your printing, working with a managed print provider could be the missing piece. Imagine having someone monitor your printer and toner usage, keep your machines running smoothly, and ensure you’re always stocked up with supplies.

They can recommend the perfect mix of printers, copiers, and multifunction devices that match your needs, so you won’t have to deal with unnecessary or underused equipment cluttering your office.

With managed print services, you get centralized management, meaning all your printing devices are handled from one platform, making operations more consistent and efficient. Plus, regular maintenance prevents breakdowns and extends the lifespan of your devices, saving you from unexpected hiccups. If something does go wrong, their quick and efficient troubleshooting and repair services will have you back up and running in no time.

Partner With Just Document Solutions for All Your Office Printing Needs

Improving your office’s printing efficiency can save costs, reduce waste, and enhance productivity. From optimizing page layouts and choosing eco-friendly fonts to implementing secure printing policies and selecting the right equipment, every step counts.

Our copier division, Just Document Solutions, is dedicated to helping businesses print more efficiently. Whether you need managed print services or assistance in selecting the perfect printer, we have the expertise to support your goals.

Need to boost your office printing performance? Contact us today for all your copier services, copier repairs, and print service needs.