Preparing For Year-End Processes With Efficient Printing

As the year draws to a close, businesses begin the hectic year-end closing process. Ensuring your company has a cost-efficient printer can save time, money, and resources during this crucial period. From printing legal documents to generating reports, having the best ink-efficient printer helps streamline your operations.

Keep reading to learn how to successfully leverage efficient printing to complete your year-end processes.

Review Printing Needs for Year-End Close Process

First of all, it’s essential to review your printing needs to avoid last-minute issues. Here are some things you should consider as part of your preparation:

• Assess document types

  Identify the types of documents you’ll need, such as tax forms, financial statements, and contracts. Knowing what you need to print will guide your choices in optimizing the process.

• Estimate print volume

  Next, calculate the approximate number of pages you expect to print. The higher the volume, the more critical it is to have a cost-efficient printer to handle the workload without breaking your budget.

• Check cost-efficient printer functionality

  It’s also vital to ensure that your printer is up to the task of printing large volumes at high speeds. If you observe that your print equipment is not performing as well as expected, it may be time to consider getting a more efficient model to meet your needs.

Choose the Best Ink Efficient Printer

One of the easiest ways to cut costs in your year-end process is by using a printer that’s both reliable and efficient with ink. Choosing the best ink-efficient printer ensures you’re not overspending on consumables. Here are our tips:

• Research ink consumption rates

  Not all printers are created equal. Some models consume more ink than others, so it's important to look into specifications and user reviews for the most cost-efficient printer options.

• Look for multifunction features

  Having an all-in-one printer that can scan, copy, and fax in addition to printing can save time. These features are helpful when handling different year-end tasks, such as scanning signed legal documents.

• Consider cartridge cost and yield

  When choosing a printer, we recommend you first check if suitable replacement ink cartridges are within your budget and offer high yields. The less frequently you need to replace them, the lower your year-end close process’s overall expenses can be.

Organize Your Printing Workflow for Legal Documents

Next, you should examine your printing workflow, whether that’s for contracts, compliance paperwork, and so on. Having a clear printing workflow can prevent errors and save your resources.

Here are our recommendations:

• Use pre-set templates

  Set up document templates for common legal forms and contracts to save time. Pre-set formatting can ensure that your documents remain consistent and professional.

• Prioritize essential prints

  Print only the most necessary copies of legal documents to reduce waste and minimize ink usage. Use digital signatures where possible to cut down on paper and ink costs.

• Use pre-set templates

  Set up document templates for common legal forms and contracts to save time. Pre-set formatting can ensure that your documents remain consistent and professional.

• Create digital backups

  Finally, before printing critical legal documents, make sure that digital copies are securely saved and backed up. This minimizes the risk of losing vital data during the process.

Optimize Printer Settings for Cost Efficiency

Maximizing the efficiency of your printer is key to lowering costs not just during the year-end close process, but all throughout the business year. Simple adjustments to a cost-efficient printer’s settings can significantly reduce ink and paper consumption. These tips can help:

• Switch to draft mode

  For internal documents that don’t require high-quality prints, draft mode uses less ink and prints faster. This is ideal when printing initial versions of year-end reports or drafts.

• Utilize duplex printing

  Double-sided printing cuts your paper use in half. This is a particularly cost-effective and eco-friendly option when document volume is high.

• Choose grayscale over color

  Last but not least, if your year-end reports or legal documents don’t need to be in color (as they usually are), printing in grayscale will help you save on expensive color ink cartridges.

Plan for Future Year-End Processes with Efficient Printing Practices

We hope the tips we shared in this post will help your business prepare for year-end processes while minimizing costs.

Once this year’s closing process is complete, planning for future year-end processes can save you time and resources next year. Implementing efficient printing practices now will set you up for success in the long term. Here’s what we suggest:

• Evaluate your current printing costs

  After your year-end processes, assess how much you spent on ink, paper, and maintenance. This will help you determine whether investing in a new, more cost-efficient printer might be beneficial.

• Consider upgrading to a cost-efficient printer

  If your current printer is outdated, consider upgrading to one of the best ink-efficient printers on the market. Modern printers often come with advanced features that can further streamline your processes. You may consult SumnerOne’s print experts for free if you need guidance on choosing the right print equipment for your business.

• Implement document management systems

  Lastly, going at least partially digital can reduce your need for physical prints. Consider using document management software to store and share your documents. SumnerOne offers enterprise content management services that can significantly lessen your reliance on printed copies for future year-end processes.

If your organization regularly needs high-quality printed documents, SumnerOne offers the best print technology solutions in the Midwest. Our print specialists will help you manage your unique print needs with reliable and suitable cost-efficient printers for your organization.

Book a free consultation with us and find out how our print solutions can help you not just with your year-end processes but all year round!