The Hidden Cost of Printing
Most businesses significantly underestimate their printing costs. The true cost includes not just paper and toner, but also equipment, maintenance, energy, IT support, and employee time. Studies show that unmanaged print environments waste 1-3% of annual revenue.
Industry Statistics:
- Average office worker prints 10,000 pages per year
- Up to 30% of print jobs are never collected from the printer
- Colour printing costs 10-15x more than black and white
- Duplex printing can reduce paper costs by up to 50%
Understanding Your Current Costs
Before implementing cost reduction strategies, you need to understand where your money is going.
Total Cost of Ownership (TCO) Components
| Cost Component | Typical % of TCO | Notes |
|---|
| Consumables (Toner) | 35-45% | Largest variable cost |
| Paper | Variable | Often overlooked |
| Equipment/Lease | 15-20% | Fixed monthly cost |
| Service/Maintenance | 10-15% | Included in leases |
| Energy | 5-10% | 24/7 standby adds up |
| IT Support Time | 5-10% | Hidden labour cost |
How printing costs are tracked
The most useful comparison metric is the all-in monthly print spend. A managed lease bundles equipment, consumables, service and parts into one fixed monthly figure, so the line is predictable. Per-page rates are quoted with each lease based on the device, term and your monthly print volume.
What sits inside the monthly figure:
- Equipment lease payment
- Scheduled service and break-fix maintenance
- Genuine toner and consumables
- Remote diagnostics for the contract term
Paper is excluded and tracked separately. Per-page rates are itemised on each quote, not published as a fixed range.
Top 10 Cost Reduction Strategies
1. Default to Duplex Printing
Configure all printers to print double sided by default. Users can override for special needs, but most documents work fine on both sides.
Saves 30-50% on paper
2. Set Black & White as Default
Most business documents do not need colour. Set mono as the default and require users to actively select colour when needed.
Saves 50-80% on toner
3. Enable Draft Mode
For internal documents, draft mode uses significantly less toner while remaining perfectly readable.
Saves 20-40% on toner
4. Implement Print Rules
Use print management software to automatically route colour jobs to black and white, enforce duplex, or limit pages per job.
Saves 15-30% overall
5. Secure Print / Follow Me
Jobs only print when the user releases them at the printer with a PIN or card. Eliminates abandoned print jobs.
Reduces waste by 10-20%
6. Right Size Your Fleet
Replace multiple personal printers with strategically placed multifunction devices. Centralisation reduces total costs.
Saves 20-40% on equipment
Paper Reduction Strategies
Go Digital Where Possible
- Digital signatures: Use DocuSign, Adobe Sign, or similar for contracts and approvals
- Cloud storage: Share documents via SharePoint, Google Drive, or Dropbox instead of printing
- Scan to email: Route documents electronically instead of printing and distributing
- Digital forms: Replace printed forms with online versions
- Meeting materials: Display on screens instead of printing handouts
When You Must Print
- Print preview: Always check before printing to avoid reprints
- Page range: Print only the pages you need, not entire documents
- Multiple pages per sheet: Print 2-up or 4-up for reference documents
- Lighter paper: Use 70gsm instead of 80gsm for internal documents
- Recycled paper: Often cheaper and environmentally friendly
Case Study: A 50 person accounting firm reduced paper consumption by 40% in six months by implementing duplex defaults, digital approvals, and a "think before you print" awareness campaign.
Toner Cost Optimisation
Colour Management
| Strategy | Implementation | Impact |
|---|
| Colour quotas | Limit colour pages per user per month | High |
| Colour approval | Require manager approval for colour jobs over X pages | Medium |
| Department tracking | Allocate colour costs to departments | Medium |
| Colour education | Train staff on when colour adds value | Low to Medium |
When Colour Is Necessary
Not all colour printing is wasteful. Colour adds value for:
- Client facing proposals and presentations
- Marketing materials and brochures
- Financial reports with graphs and charts
- Safety signage and warnings
- Photographs and design work
Pro Tip: Create colour print profiles for different document types. "Internal Draft" uses minimal colour, while "Client Presentation" uses full colour.
Equipment Optimisation
Fleet Right Sizing
Most offices have too many printers, often the wrong types in the wrong places.
| Before | After | Savings |
|---|
| 15 desktop inkjets | 3 networked MFPs | 60% equipment cost |
| 10 personal lasers | 2 departmental MFPs | 50% consumable cost |
| Mixed vendor fleet | Single vendor | 30% service cost |
Optimal Placement
- Place printers within 30m of all users (40-50 steps)
- Locate in central, accessible areas
- Avoid bottlenecks near reception or entrances
- Consider noise levels for quiet work areas
- Ensure adequate power and network connectivity
Leasing vs. Purchasing
Why Leasing Often Saves Money
| Factor | Lease | Purchase |
|---|
| Upfront Cost | None or minimal | Full purchase price |
| Cash Flow | Predictable monthly | Large initial outlay |
| Maintenance | Included | Additional cost |
| Supplies | Often included | Additional cost |
| Technology Updates | Built in upgrade path | Must sell/replace |
| Tax Treatment | 100% operating expense | Depreciation only |
| Risk | Lessor bears obsolescence | Owner bears all risk |
Total Cost Comparison: Over a 5 year period, leasing typically costs less than purchasing when accounting for maintenance, supplies, and the time value of money. Request a tailored comparison for your equipment, term and volume.
User Behaviour Change
Technology alone cannot solve print waste. Changing user behaviour is essential.
Awareness Campaigns
- Display print volume statistics by department
- Show cost per department monthly
- Highlight top users (anonymously can work)
- Share environmental impact (trees saved, CO2 reduced)
- Celebrate milestones and improvements
Training Topics
- How to print efficiently (duplex, draft mode, page ranges)
- When to use digital alternatives
- Proper use of secure print
- Reporting printer issues correctly
- Understanding the true cost of printing
Behaviour Change Impact: Companies that implement awareness programs alongside technology see 15-20% greater savings than those using technology alone.
Quick Wins Checklist
Implement these changes today for immediate savings:
| Action | Time to Implement | Estimated Savings |
|---|
| Enable duplex default | 30 minutes | 30-50% paper |
| Set B&W as default | 30 minutes | 50-80% toner |
| Enable power save mode | 15 minutes | 30-50% energy |
| Remove personal printers | 1-2 days | 40% consumables |
| Implement secure print | 2-4 hours | 10-20% waste |
| Set draft mode for internal docs | 1 hour | 20-40% toner |
Typical Annual Savings
Businesses implementing these strategies typically save 30-50% on total print costs.
$5,000 - $50,000+ per year
depending on current volumes and inefficiencies
Getting Started
Step by Step Implementation
- Audit current state: Document all printers, volumes, and costs (we can help)
- Identify quick wins: Implement default settings changes immediately
- Plan fleet optimisation: Determine optimal number and placement of devices
- Deploy print management: Install software to enforce rules and track usage
- Train users: Communicate changes and train on best practices
- Monitor and adjust: Review metrics monthly and refine strategies
Free Assessment: Contact Lease My Printer for a complimentary print environment assessment. We will analyse your current costs and provide a detailed savings roadmap tailored to your business.