First off, we all should realize that printing to a toner based color multifunction device is much less expensive than printing to a laser jet. Research your volume, take a tally and you will see. Here are some options when printing and copying to an MFP to minimize your total costs.
Option 1: Take advantage of all of the presets that your color copier has to offer and make sure that all staff is fully aware. You may not know all of them so take the time to learn all of your machines features. Every color machine has a black and white preset feature. All prints/copies can be defaulted to print in black and white. This will eliminate all of the color copy charges you may receive for printing an email or simple “throw away” document with a color emblem.
Option 2: Management has the option of being as secure or lenient as possible. User codes and passwords can be implemented on all MFPS which can track all color copies made by employees. With this tool, management can track by user all of the color that they produce. This will make employees aware of the color and expense that they are costing the company. In addition, tell your employees exactly what the cost of every color print is and make them aware that this is being tracked.
Option 3: Implement a Print Tracking software which enables the employer to not only view and tally color copy/print totals but can also set guidelines per user. This can be a bit much; however will eliminate any suspicion, doubt or abuse of the machine. Manage your employees by setting permissions IE: an allowance of color copies per user, any overages are directly charged back to the user. Utilizing print tracking software can not only manage printing and copying but can associate direct real costs to every single print, job or paper workflow.
Finally, remember that knowing all costs and where they are coming from is essential to a successful and efficient company. You wouldn’t believe the total cost of your bottom line that paper takes up. Local Copy and Print professionals can help at little to no cost to you.
Hope this helps.