Paper Tips: Paper Cuts that Help, Not Hurt

Mark Beach

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You can reduce printing costs by using many techniques to cut the cost of paper. Most techniques also save trees, energy, air and water quality, and landfill space by reducing consumption. It pays to think green.
Reduce Trim Size
Shaving 1/4 inch off your book, magazine or catalog might save thousands of pounds- and dollars- per year. Lower weight reduces postage costs as well.
Reduce Basis Weight
Heavier basis weight sheets cost more per sheet than lighter ones.

• 60# costs 20% more than 50#
• 70# costs 15% more than 60#
• 80# costs 12% more than 70#
• 100# costs 20% more than 80#

Use House Sheets
Design routine jobs for paper that your printer buys in huge quantities, not on stock that you specify on a job-by-job basis.
Learn Price Breaks
The more paper you buy, the less you pay per unit. When you plan a printing job to take advantage of price breaks, you ensure the lowest possible unit cost per printed piece.
Prices for paper decrease at specific quantity levels as follows:

• partial carton costs 15-60% above base
• 1 carton costs base price
• 4 cartons cost 6-15% below base
• 8 cartons cost 7-19% below base
• 16 cartons cost 9-23% below base
• 24 cartons cost 24-26% below base
• 5,000 lbs cost 29-32% below base
• 10,000 lbs cost 30-38% below base
• 20,000 lbs cost 33-40% below base
• carload costs 37-43% below base

Shop the Sales
Paper merchants provide printers with closeout lists showing stock available at significant savings.
Consolidate Needs
Work with others to merge printing jobs. When you gang runs or cooperate on long-term contracts, your printer can commit to quantities of paper that may reduce prices as much as 25 percent.
Reduce Print Runs
Look in your supply closet, back room and warehouse to identify printing jobs for which you ordered too many units. You may have to look in your dumpster, too. Make an extra effort to specify quantities you’re sure you need.
Avoid Overruns
Slight overruns are inevitable, but you can work with your printer to keep the m to a minimum. Don’t get stuck with a lot of printed paper you can’t use.
Avoid Coated Paper
Uncoated paper costs less and is easier on the environment than coated paper. Coated paper is more difficult to make and recycle. Recycled coated paper contains a lower percent of recycled fibers than comparable uncoated paper.
Avoid Dark-Colored Paper
Dark paper costs more to make and more to recycle than light paper. Produce dark colors with ink, not paper.
Print Less Often
Encourage readers to save items for reference or to use items a few weeks or months longer.
Reduce Page Counts
Use fewer words, photos and illustrations to get your message across. Choose the most efficient typefaces and sizes. Put specialized information in separate publications that only a few readers need. Let e-mail and web sites replace paper.
Use Standard Sizes
Design your printed pieces to take maximum advantage of common sheet sizes. Don’t fill dumpsters with trimmings.
Use the Sheet Efficiently
Plan jobs to use as much of the sheet as possible.
Reduce Makeready
Specify quality in measurable terms. Simplify design to run printing jobs on the fewest possible machines. Make final decisions about color on proofs, not on press. Gang projects by running two or three projects on the same sheet.
Avoid Bleeds
Bleeds require larger sheets and create more waste.
Reduce Paper Quality
Change from premium to #1, from 100 percent cotton to 25 percent cotton, or #4 free sheet to #5 groundwood. In addition to cutting costs, lower quality paper is more likely to contain recycled fibers than stock that must look bright and flawless.
Write and Design Carefully
Make sure your printed piece communicates clearly and completely to reduce the need for additional publications.
Consider Nonprint Media
Think about using voice mail, intranets, meetings, videos, e-mail or web sites instead of printed products.
Use Digital Printing.
Print manuals, catalogs, newsletters and even books as needed. Digital printing reduces makeready and produces only the quantity you need.
Think Twice
Does the entire staff really need a copy of the whole report? Do you really need to send five hundred holiday cards? Will every legislator and related organization really read your newsletter?
Target Distribution
Make your publication available only where readers want it. Don’t put it on counters, newsstands or bulletin boards where it’s ignored.
Clean Your Mailing List
Don’t print items that the post office can’t deliver. And don’t send free copies to everyone whose name exists on some database of VIP’s. Use the National Change of Address (NCOA) system and your own common sense to keep your list up-to-date.
Reject Dirty Mailing Lists
Don’t send duplicate items to the same person or household. Examine lists that you rent for matching names, job titles and addresses.
Ask Readers If They Care
Don’t send materials to people who just throw them away. Provide business-reply cards that let readers notify you to delete their names. Encourage readers to call you or use your web site if they don’t want your publications.
Negotiate a Lower Cost
Ask your printer of paper merchant for a lower price on stock you currently use. The worst you can hear is no, and maybe you’ll hear yes.
Ask for Better Credit Terms
Many paper merchants invoice 2 percent/10 days instead of net 30 days. Maybe you can get 2 percent/30 days or net 60 days. Save by protecting your cash flow.