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Managing Color Ink Usage In An Office

2012-05-05

In today's age of technology and the prevalence of the Internet, offices continue to utilize printers. There are many instances when a printer is necessary for companies, and thus an expense must be put aside for operating their printer(s). But in many instances, offices tend to over spend on operation costs for their printer because of usage. The one facet of printing that is the most expensive and the area that costs offices the most money is in the office printer ink. Over the last few years, the cost of printer has risen dramatically, making it even more expensive for offices to replace their cartridges. Color ink, even for inkjet cartridges, are the most costly and should therefore be managed more carefully to reduce office costs.

For companies that do a great deal of printing or that do not print often but print in bulk, controlling the color office printer ink is essential. Although inkjet cartridges in printers with new technology do a good job at controlling how much ink is used for the most part, there are more steps employees can take to manage it further.

For one, not all documents must be printed in color. Thus, unless it is absolutely necessary that a particular document or set of documents be printed in color, employees should change their print options. Selecting black and white for the majority of print jobs can significantly reduce how much color ink is used. Most printers have the option to print in black and white or even grayscale so that color ink is not used. To further reduce overall ink usage, employees can also select the lowest quality level for documents that do not need to be superb quality.

Another way to manage color office printer ink usage is to monitor employee printing. Although this may seem a bit like invading the privacy of employees, it can cut down on printer costs. Making sure that employees are only printing documents related to work can help manage color ink usage. Some people like to conduct personal printing at work, and this can mean more spending on the part of the office.

Also, employees should pay close attention to each document being printed. Sometimes there can be color in the document without them realizing it or the printer could have selected color printing though it was not necessary. Reviewing all print options and ensuring that black and white is selected rather than color can ensure color ink is not used.

By reducing how many color documents are printed, ensuring employees are not printing personal documents, and changing the settings, color ink usage can be managed. This can save offices a lot of money.

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