The Printer Mistakes Your Business Should Always Avoid

In business, printing remains an essential component for communication, documentation, and day-to-day operations. However, businesses often overlook the potential pitfalls when it comes to managing their printing practices. Whether it’s poor print quality, excessive costs, or inefficiency, these common printing mistakes can have a lasting impact on your bottom line. In this article, we’ll examine the most common printer mistakes businesses make and offer solutions to avoid them.

Ignoring the Total Cost of Ownership (TCO)

One of the biggest mistakes businesses make is not considering the total cost of ownership (TCO) when purchasing printers. The upfront cost of a printer might seem reasonable, but businesses often fail to account for ongoing expenses such as maintenance, repairs, ink or toner, and paper. In the long run, this oversight can lead to significantly higher operational costs.

For example, cheap printers may have lower upfront costs, but they may require frequent toner replacements or repairs, which add up over time. On the other hand, high-quality, more expensive printers may be more durable and cost-effective in the long term, providing better print yields and fewer breakdowns. To avoid this mistake, always calculate the TCO, factoring in both the initial purchase price and ongoing operating costs.

Not Setting Up a Print Policy

A lack of a defined print policy can lead to unnecessary waste and inefficiency. When employees have unrestricted access to printers, they may print excessively, choose colour prints when black and white would suffice, or leave documents uncollected at the printer, leading to paper waste. Without a print policy, your business may find itself spending far more on printing than necessary.

To avoid this, establish a clear print policy that outlines when, how, and what can be printed. Encourage employees to use double-sided printing, default to black and white prints, and reduce unnecessary printing. Implementing a policy that limits colour printing to essential documents can help your business save significant costs. In addition, consider adopting digital document management solutions to reduce reliance on physical printing.

Choosing the Wrong Printer for the Job

Another common mistake businesses make is selecting the wrong type of printer for their needs. Different types of printers are designed for different tasks. For example, an inkjet printer may be great for high-quality photo printing, but it is inefficient for high-volume black and white document printing. On the other hand, laser printers excel at handling large print jobs efficiently and cost-effectively, but they may not produce the same level of detail as inkjets.

Choosing the right printer involves understanding your company’s printing needs. If you only need to print black-and-white documents, a monochrome laser printer will likely be the best option. If you print high-quality marketing materials, you may need a colour inkjet or a professional-grade printer. Businesses should also consider their average monthly print volume and opt for a printer that can handle that load without constant maintenance.

Overusing or Mismanaging Ink Cartridges

Ink cartridges are among the most expensive components in a printer. Businesses often make the mistake of not properly managing their usage, leading to excessive spending on replacements. Some common mistakes include using off-brand or low-quality cartridges, waiting until the ink runs out completely, or failing to recycle cartridges.

To minimise these costs, consider implementing a toner and ink cartridge management strategy. This includes buying high-yield cartridges, which may have a higher upfront cost but save money over time. Also, avoid waiting too long before replacing cartridges—running a printer on low ink or toner can result in poor print quality and damage the printer. Encourage employees to recycle ink cartridges to reduce environmental impact and cut down on costs.

Neglecting Printer Maintenance

Printer maintenance is often neglected, which leads to a range of issues, from poor print quality to malfunctioning hardware. Common problems that can arise from poor maintenance include paper jams, clogged printheads, or printer breakdowns. Neglecting routine maintenance, such as cleaning the printer, checking for software updates, and replacing worn parts, can shorten the lifespan of your equipment and increase repair costs.

A proactive approach to printer maintenance can significantly reduce downtime and costly repairs. Regularly clean the printer, especially if you use it heavily, and keep the printhead and paper feed areas clear of dust and debris. Some printers have built-in diagnostic tools, so make sure to use them to check for potential issues. Additionally, keep track of printer warranties, as neglecting maintenance can void them.

Failure to Utilise Network Printing Solutions

In the past, businesses would have a printer for each employee or department. However, this is no longer the most efficient approach. Failing to implement networked printers or shared printer solutions can lead to inefficiency and unnecessary costs. When each employee has their own printer, you risk over-purchasing equipment and dealing with higher maintenance costs. In contrast, a shared printer model allows multiple employees to use the same device, reducing the overall number of printers required.

To avoid this, consider switching to a networked printing system, where a centralised printer can serve multiple users. This can lead to better resource allocation, easier management, and reduced maintenance costs. Additionally, you can implement user access controls to ensure that only authorised employees use the printers.

Ignoring Printer Security Risks

Many businesses overlook the importance of printer security. Printers are often connected to the company network, making them vulnerable to cyberattacks and unauthorised access. Sensitive documents left on printers or intercepted data sent to and from printers can pose significant risks to your company’s data security.

To protect your business, make sure your printers are secured with strong passwords, encrypted data transmission, and secure printing options. Many modern printers offer security features such as PIN or password-protected printing, which ensures that sensitive documents are only released when authorised personnel are present. Additionally, ensure that your printer firmware is up-to-date to prevent vulnerabilities from being exploited.

Not Tracking Printer Usage

Without tracking printer usage, businesses often fail to recognise inefficiencies, excessive printing, or misuse of resources. Tracking print volumes helps businesses identify areas where they can reduce waste and optimise printer use. Many modern printers come with built-in tracking features that provide valuable insights into usage patterns.

By monitoring printer usage, businesses can set limits, identify trends, and allocate printing resources more effectively. For example, you can track which employees are printing the most and whether those prints are necessary. Additionally, this data can help inform decisions about whether to upgrade or replace ageing printers.

Delaying Printer Upgrades

Finally, one of the most common mistakes businesses make is delaying printer upgrades until their equipment fails. Old printers tend to have higher maintenance costs, lower efficiency, and poorer print quality compared to newer models. By postponing upgrades, businesses may find themselves spending more on repairs and consumables than they would if they invested in a new printer.

Regularly assess the condition of your printers and evaluate whether upgrading to a more efficient model could save your business money in the long run. Newer printers often come with enhanced features such as faster print speeds, improved energy efficiency, and better print quality, which can improve productivity and reduce operational costs.