Effective Strategies for Cutting Down Your Print Infrastructure Costs

In the digital age, you’d think that print infrastructure would be a thing of the past. Yet, many businesses continue to grapple with high printing costs. It’s a silent drain on resources, often overlooked in the quest for efficiency. But there’s good news: reducing these costs is not only possible, it’s easier than you might think.

I’m going to share some proven strategies that can help you streamline your print environment and save a significant chunk of your budget. Whether you’re a small business owner or an IT manager in a large corporation, you’ll find actionable insights to make your print infrastructure leaner and more cost-effective.

Stay tuned, because we’re about to dive into the world of efficient print management. Let’s start the journey towards reducing print infrastructure costs together.

Assessing Current Print Infrastructure

In the quest to reduce print infrastructure costs, a comprehensive assessment of the existing print setup acts as the first step.

Evaluating Printers and Devices

A thorough evaluation of all printers and devices in the business allows effective print management. Catalog all devices, recording specifics such as make, model, location, and user groups, to create a detailed inventorial tableau. For instance, noting whether a printer is a monochrome laser device utilized by an entire department, or a simple, standalone inkjet for a single user, is valuable. This information serves as a foundation for planning optimisation strategies and enhances the capacity to make informed decisions.

Understanding Print Volume and Workflow

Grasping the total print volume and workflow in the business aids in identifying inefficiencies. For a precise overview, I’ll analyse the frequency and quantity of prints, factoring in elements including color or black and white prints, and single or double-sided prints. For example, if a given department produces a high volume of color prints, a dedicated color printer may be a cost-effective adjustment. Additionally, understanding workflow involves identifying routine tasks and peak usage times, to optimally align resources.

Strategies for Cost Reduction

Moving forward, we’ll explore multiple strategies designed to lower print infrastructure costs significantly.

Upgrading to Efficient Printers

One impactful strategy lies in the transition to efficient printers. These printers use less energy, optimizing printer power consumption. For example, Energy Star-certified printers consume 30% less energy compared to standard models. Additionally, modern printers excel in managing ink and toner, reducing waste and saving money on supplies. High-capacity printers, designed to handle heavy-duty printing, could be a sensible investment. These printers lower per-page expenses, hence, resulting in sustained savings in businesses with high-volume printing.

Implementing Print Management Software

Another robust strategy is adopting print management software. This software helps monitor and manage print queues, eliminating wasteful printing by enforcing strict print policies. The software also streams print jobs efficiently to avoid printer downtime. A popular example would be software like PaperCut or Equitrac. These applications provide real-time analytics and promote transparency in usage tracking. Ultimately, better understanding the company’s printing needs leads to effective control over printer usage and can significantly reduce the overall print infrastructure cost.

Shifting to Digital Documentation

Finally, the shift to digital documentation offers substantial returns in terms of cost-saving. Digital files serve as an excellent alternative to hard copies, reducing the need for frequent printing. Various tools, like Adobe Acrobat or Google Docs, allow users to view, edit and share files seamlessly without printing a single page. Moreover, digital storage safeguards against physical damage or loss, making it an efficient and resilient approach. Remember, the more you digitize, the fewer printing resources you consume, consequently, less spending on your print infrastructure.

The Role of Managed Print Services

Managed Print Services (MPS) play an instrumental role in cutting down print infrastructure costs. Leveraging these factors, businesses can streamline their printing operations, increasing efficiency and saving money.

Benefits of Outsourcing Print Management

Managing printing operations isn’t a piece of cake. It’s intricate, time-consuming, and requires specific expertise. Outsourcing print management to a Managed Print Service provider unburdens companies of these responsibilities. They analyze your company’s print setup, spotting opportunities for cost-cutting and efficiency improvements. For instance, MPS providers deploy high-efficiency printers that reduce energy consumption, yielding considerable cost savings annually.

In addition to hardware optimization, MPS providers employ software solutions for ink and toner management, deterring wastage and lowering associated costs. They also keep a close eye on print queues, gaining better control over the company’s print activities, reducing unnecessary printing and its associated costs.

Besides operational control, transitioning to a digital documentation system becomes easier with MPS providers. They deploy tools like Adobe Acrobat for smooth file management, thereby encouraging digital documentation and lessening the reliance on printed documents. This shift further contributes to significant reductions in print infrastructure costs.

Case Studies

HP, as an MPS provider, has facilitated cost-effective transformations for several companies. One such example is the Royal Mail Group (RMG), a UK-based postal service. Comprehensive print management by HP led to an astounding 30% reduction in RMG’s print costs. RMG’s energy consumption decreased by approximately 84,000 KwH, equivalent to a reduction of 44 tons of CO2 emissions annually.

Another case worth highlighting is that of a leading North American bank’s French entity that employed Lexmark’s services. Lexmark optimized the bank’s printer fleet across 90 branches, replacing old hardware with efficient devices. The bank reported a remarkable 30% cost saving with the enhanced printing setup and efficient document management.

Managed Print Services have proven their mettle, delivering substantial cost savings and forging a path to more efficient digital practices. It’s evident that for businesses seeking ways to trim their print infrastructure expenses, the answer may well lie in contracting the services of a dedicated print management provider. In the grand scheme of reducing print infrastructure costs, the role of Managed Print Services is undeniable and indelible.

Environmental Impact and Sustainability

When discussing print infrastructure and associated costs, acknowledging environmental implications is pivotal. Let’s shift our attention to relevant sustainability concerns like reducing paper waste and implementing eco-friendly printing practices that can also lead to cost savings.

Reducing Paper Waste

Decreasing paper consumption becomes the first step towards achieving a sustainable print setup. Printers equipped with duplex printing can accomplish the job on both sides of the paper, leading to a direct 50% reduction in paper usage. An instance of this is Xerox’s Duplex Automatic Document Feeder that notably reduces paper wastage.

Additionally, adopting practices like efficient document formatting can decrease paper usage. Organizations can use narrower margins, smaller fonts, and lesser line spacing to fit more content on one page. To illustrate, a report from the Environmental Paper Network stated that efficient document formatting could save up to 10-20% of paper.

Eco-Friendly Printing Practices

Switching to environmentally friendly printing practices also poses a significant impact on reducing print infrastructure costs. Using eco-friendly ink, such as soy-based ink, helps improve print sustainability. Case in point, Canon’s Eco-Friendly Ink range ensures high-quality printing while being environmentally responsible.

Printing equipment’s energy efficiency is another area to consider, with the Energy Star label being a reliable indicator. For example, HP’s Energy Star certified printers can help companies save up to 65% on power consumption.

Eliminating excess printing by adopting digital solutions like electronic signatures and digital receipts also contributes to a more sustainable print environment. A study by Adobe revealed that their e-signature solutions reduced print related costs by an average of 55%.

Through focusing on these practices, businesses can realize a cost-effective, green approach to managing print infrastructure. Establishing these practices does not merely reduce costs but indeed paves the way for operational efficiency and environmental stewardship.

Measuring the Impact of Cost Reduction

In the journey to decrease print infrastructure costs, assessing the true impact of defraying measures plays a pivotal role. Let’s explore this further under two subheadings, focusing on how to track savings and the importance of continual refinements.

Tracking Savings and Efficiency Gains

Implementing print infrastructure cost reduction measures, such as Managed Print Services (MPS) solutions, eco-friendly initiatives, and digital documentation systems, triggers savings and upticks in efficiency. Monitoring these changes in real-time can provide a clear perspective on the effectiveness of the adopted strategies. For instance, utilizing MPS reporting tools explicitly designed for cost tracking can reveal immediate savings from stepped-up efficiencies, reduction in paper waste, and more efficient ink management.

10% decrease in print volume, for example, could translate into significant annual savings for large corporations. The monetary gains manifest in more streamlined operations, lower maintenance costs, and decreased energy usage, providing both financial and environmental benefits to the company.

Ongoing Monitoring and Adjustments

The transition towards cost-effective and sustainable print infrastructure isn’t a one-time task. It’s a process that requires continuous monitoring and tactical modifications based on observed outcomes. Organizations might enlist regular audits and reviews to ensure the efficiency goals align with the determined cost reduction strategies.

Stagnation in savings or dips in efficiency often signal the necessity for further adjustments. These adjustments could encompass sourcing more energy-efficient printers, introducing software solutions for better toner management, or amplifying the shift towards digital documentation. With these changes, businesses can consistently stay on the track of sustainable, profit-increasing print management, ensuring the reduction of print infrastructure costs in the long run.


So, we’ve navigated the complex landscape of print infrastructure costs and discovered valuable ways to reduce these expenses. We’ve seen how efficient printers, effective ink management, and MPS can make a significant difference. We’ve recognized the need to shift towards digital solutions and eco-friendly practices, not just for cost savings but also for environmental responsibility. We’ve underscored the importance of tracking and adjusting our efforts for sustained improvements. Remember, it’s not just about cutting costs, it’s about creating a sustainable, efficient, and cost-effective print environment. By embracing these strategies, we’re not just saving money – we’re contributing to a greener future. Let’s continue to innovate and optimize, ensuring our print management practices are as efficient and eco-friendly as possible.