Printing waste adds unnecessary costs and environmental impact to your business. From excess paper to ink cartridges, inefficient print practices quietly inflate expenses and carbon footprints. Fortunately, simple strategies — from smarter equipment to employee engagement — can cut waste and boost sustainability. Explore practical, actionable ways to make your printing operations greener, cleaner, and more cost-effective.
Why Printing Waste Matters
Even in the digital age, printing remains a significant contributor to business waste. Excess paper, unused drafts, and obsolete documents often end up in landfills, while ink and toner cartridges can release harmful chemicals if not disposed of properly. According to industry reports, office printing generates millions of tons of waste globally each year, creating a hidden environmental and financial burden.
Beyond environmental costs, printing waste also hits your bottom line. Unmonitored printing leads to over-ordering supplies, replacing partially used cartridges, and spending on energy-intensive equipment. A single mismanaged printer can cost hundreds of dollars annually in wasted resources alone.
Understanding the impact of printing waste is the first step toward meaningful change. By recognizing both the environmental footprint and the financial drain, businesses can prioritise strategies that reduce waste while maintaining operational efficiency. Implementing thoughtful print practices isn’t just eco-friendly — it’s smart business.
With this in mind, the following are seven tips for reducing waste in your business’ printing operations.
1. Use Sustainable Print Equipment
Investing in sustainable printing equipment is one of the most effective ways to reduce waste. Modern printers are designed to use less energy, minimize ink consumption, and extend the lifespan of consumables. While the upfront cost may be higher, the long-term savings — both financial and environmental — are substantial.
For example, industry leader Fujifilm offers a range of waste-reducing options in wide-format and office printing equipment. Their machines are engineered to optimize ink usage, reduce paper waste, and improve energy efficiency, making them a strong choice for businesses committed to sustainable practices. You can learn more about Fujifilm’s initiatives and products on their sustainability page.
When selecting equipment, consider Energy Star–certified or eco-labeled products, which have been independently verified for efficiency. Features like automatic duplex printing, low-ink alerts, and toner-saving modes help reduce both consumables and energy use.
Ultimately, the right printer or copier isn’t just a tool — it’s an investment in a greener, more cost-effective business operation. By prioritizing sustainable equipment, companies can dramatically reduce waste while maintaining high-quality output.
2. Go Digital First
A digital-first mindset is one of the easiest ways to cut printing waste. By shifting reports, memos, and internal communications online, businesses reduce paper and ink consumption while streamlining workflows. Cloud storage, shared documents, and collaborative tools like Slack or Microsoft Teams make it simple to access information without generating unnecessary prints.
Meetings are another area ripe for digital optimization. Sharing agendas, slides, and reports digitally eliminates stacks of printed handouts that often end up unread or recycled. Even small habits, like sending summaries by email rather than printing them, can have a noticeable impact over time.
Additionally, adopting a digital-first culture enhances flexibility. Employees can access documents remotely, reducing the need for multiple print copies and lowering overall operational costs. Some companies track the reduction in paper usage after implementing digital workflows and report significant savings annually.
Digital energy management systems can also help you reduce your carbon footprint by optimizing the energy usage in your workplace.
3. Implement Smarter Print Policies
Even when printing is unavoidable, smarter policies can significantly reduce waste. Start by setting the default printer settings to duplex printing and black-and-white output. Draft mode can also be used for internal documents, cutting ink usage without compromising readability.
Restricting color printing to essential documents encourages employees to think before hitting “print.” Some businesses implement quotas or pull-printing systems, where staff release their print jobs at the printer, ensuring only necessary materials are printed. These small changes can drastically reduce the number of wasted pages.
Beyond technical settings, cultivating a culture of mindful printing is essential. Encourage employees to proofread documents digitally before printing, recycle misprints, and reuse scrap paper for drafts. Posting reminders near printers and including printing guidelines in onboarding materials reinforces the behavior.
By combining practical policies with cultural awareness, businesses can transform printing from a hidden expense into an intentional, efficient process. Reducing unnecessary prints lowers costs, conserves resources, and aligns with broader sustainability goals.
4. Opt for Smarter Paper Choices
Paper may seem simple, but the type and usage of paper play a huge role in printing sustainability. Recycled or FSC-certified paper reduces the need for virgin resources and helps prevent deforestation. Even lightweight paper can be suitable for many internal documents, further cutting material consumption.
Businesses can also adopt a circular approach: repurposing scrap or single-sided printouts for internal drafts or notes. Creating a designated “reuse” tray encourages employees to think twice before discarding partially used sheets.
Selecting higher-quality recycled paper for client-facing materials ensures a professional look without sacrificing sustainability. Pairing this with digital-first strategies for internal documents keeps paper usage minimal while still meeting business needs.
Smarter paper choices are about both reducing impact and optimizing use. Small shifts — like using less paper per print job, choosing eco-friendly suppliers, or reusing scraps — can collectively make a large difference. Over time, these practices can significantly reduce your company’s environmental footprint while saving money.
5. Find Eco-Friendly Ink and Cartridges
Ink and toner contribute heavily to printing waste, but there are eco-friendly alternatives. Refillable or remanufactured cartridges reduce landfill contributions and lower the need for new materials. Many offices now participate in cartridge recycling programs, sending used units back to manufacturers for reuse.
Switching to soy- or vegetable-based inks can further reduce environmental impact. These inks are less toxic than traditional petroleum-based options, offering safer disposal and less chemical runoff. Even using draft or low-density print settings for internal documents can conserve ink over time.
Proper storage and handling of cartridges also reduces waste. Keeping cartridges sealed and at stable temperatures prevents drying and clogging, extending their lifespan. Additionally, businesses can track ink usage through print management software to identify excessive consumption and adjust practices accordingly.
Ultimately, choosing eco-friendly inks and managing cartridges responsibly complements other sustainability efforts in printing. Combined with smarter equipment, paper choices, and digital-first strategies, these practices ensure your printing operations are as green as possible without sacrificing quality or efficiency.
6. Track and Audit Your Printing
Measuring printing activity is key to effectively reducing waste. Print management software can track volume, ink usage, and cost per page, giving a clear picture of where resources are being overused. Monitoring this data helps identify patterns — for instance, which departments print the most or which documents are unnecessary — allowing targeted interventions.
Auditing also supports goal-setting. Businesses can establish benchmarks, track progress over time, and implement strategies such as print quotas or digital-first incentives. Some companies even link print reductions to sustainability reporting, demonstrating accountability to stakeholders and clients.
Regular audits uncover hidden inefficiencies, like printers left in high-energy standby modes or unused cartridges prematurely discarded. By addressing these issues, businesses can reduce operational costs while minimizing environmental impact.
Tracking isn’t just about numbers — it’s about creating a culture of accountability. Employees see the tangible impact of their actions, encouraging more mindful printing habits and reinforcing the company’s commitment to sustainability.
7. Educate and Engage Employees
Even the best policies fail without employee buy-in. Education is essential — staff need to understand why reducing printing waste matters, both for the environment and for business efficiency. Workshops, training sessions, or simple reminders at printing stations can make a big difference.
Engagement programs further motivate staff. For example, companies can run challenges to see which team reduces their paper usage the most or reward individuals for creative waste-reduction ideas. Involving employees in sustainability committees gives them a sense of ownership, ensuring initiatives are more likely to succeed.
Communication is key: share progress updates, highlight achievements, and provide tips for more eco-friendly printing. When employees see that their efforts directly contribute to cost savings and environmental benefits, sustainable habits become part of everyday workflow rather than an imposed rule.
Ultimately, a combination of education, incentives, and consistent communication transforms printing from a routine task into a conscious, sustainable practice.
Watch this video from Environment Matters to find out more about the impact of printing cartridges and printing waste
Printing a Greener Future
With 78% of consumers wanting to do business with eco-conscious companies, sustainable printing isn’t just good for the planet — it’s smart business. From digital-first strategies and smarter policies to eco-friendly equipment, paper, and ink, each step reduces waste and cuts costs. Tracking usage and engaging employees ensures these practices are adopted consistently, turning small changes into measurable results.
Start with one or two strategies and build momentum — whether that’s switching to duplex printing, investing in Fujifilm’s waste-reducing equipment, or promoting digital collaboration. Every effort counts. By making sustainability a priority in your printing operations, your business can save money, reduce its environmental footprint, and lead the way toward a greener, more efficient future.
Frequently Asked Questions
What’s the easiest first step to reduce printing waste?
Switch default printer settings to double-sided and black-and-white. Draft mode is also helpful for internal documents. These simple changes can cut paper and ink consumption immediately. For more strategies, see the full article above on smarter print policies and digital-first practices.
Is sustainable print equipment worth the investment?
Yes. Sustainable printers like those from Fujifilm reduce ink and energy use while extending consumable life. While initial costs are higher, long-term savings and waste reduction make them worthwhile. See the “Sustainable Print Equipment” section for examples and benefits.
How do I engage employees in reducing print waste?
Educate staff on environmental and financial impacts, provide clear guidelines, and offer incentives or challenges to encourage mindful printing. Regular updates and recognition reinforce sustainable habits. Details are in the “Educate and Engage Employees” section above.
Which paper choices are best for sustainability?
Recycled or FSC-certified paper minimizes resource use and deforestation. Lightweight paper and reusing scrap sheets further reduce waste. The “Smarter Paper Choices” section above offers more tips.
Resources
ScienceDirect: Review on E-waste management and its impact on the environment and society
ScienceDirect: A Case Study of Print Waste Reduction
ScienceDirect: Review on E-waste management and its impact on the environment and society
ResearchGate: Exploring Paperless Working: A step towards low carbon footprint
