How To Determine Your Company’s Printing Volume
Running a business requires keeping a close eye on overhead costs, and your print environment often hides expenses in plain sight. Knowing exactly how much your team prints helps you budget better, reduce waste, and select the right equipment for your workflow. Instead of guessing based on a stack of invoices, you can use a systematic approach to pin down your exact numbers and optimize your office efficiency. Here’s how to determine your company’s printing volume.
Assess Your Current Printing Infrastructure
Start by taking stock of every machine in your office. Walk through the building and note the model, age, and capabilities of each device. You might find that some departments hoard older, inefficient machines while others share a single overwhelmed copier. This audit provides a baseline for capacity and helps identify bottlenecks where volume is high, but hardware is lacking.
Calculate the Number of Employees Who Print
Not every employee generates the same amount of paperwork. While you should know your total headcount, you specifically need to identify the active users. A warehouse team might print shipping labels all day, while the sales team works mostly digitally. Grouping your staff by role helps you estimate who drives volume and where demand truly lies.
Check Paper and Toner Usage Monthly
Your supply closet holds the most accurate data regarding your actual output. Specific invoices for paper reams and toner cartridges reveal exactly how much material passes through your machines. Compare purchase dates with depletion rates to get a solid monthly average. If you buy ten cases of paper a month and run out by day twenty-five, your volume exceeds your current supply strategy.
Evaluate Departmental Needs for Printing
Different teams require different output quality and frequency. The marketing department might need high-resolution color prints, whereas accounting likely churns out black-and-white spreadsheets. Understanding these nuances allows you to categorize volume by type. This distinction becomes critical when you consider upgrading equipment, as color volume costs significantly more than monochrome.
Forecast Growth for Future Printing Needs
Your business will not stay the same size forever. As you hire more staff or take on new clients, your print volume will naturally climb. Plan for this expansion now so you do not outgrow your setup in six months. When you anticipate a spike in production, renting or buying an industrial printer becomes a viable discussion point to handle the heavier load without slowing down daily operations.
Monitor and Adjust Your Calculations Quarterly
A one-time check provides a snapshot, but business needs fluctuate. Set a schedule to review your usage data every three months. Seasonal spikes, project deadlines, and staffing changes all impact output. Regular monitoring keeps your budget accurate and prevents surprise expenses from creeping back into your ledger.
Understanding your print volume puts you in control of your office efficiency and operational budget. Don’t let hidden costs eat into your bottom line. Contact our team today to schedule a professional print assessment and find the perfect solution for your workload.
