Ways to Reduce Your Common Office Expenses

May 24, 2016

8:00 pm

You don’t need an actual office these days to run a business, yet most startups still opt to rent out a cozy space once they achieve a certain growth. Obviously, you’d like your office to be modern, friendly and productive to keep your team happy. However, apart from high rent in lucrative locations,sustaining an office comes with a bunch of other expenses.

If you are looking for ways to cut down your monthly bill, give the following strategies a try.

Still Printing? Opt for Refilled Ink Cartridges

Printing costs add up a huge chunk to any office’s budget and it isn’t a particularly green practice as well. Yet, if you are not yet ready to go completely paperless for some reasons, start buying refilled ink cartridges. Those are available from multiple retailers online or on eBay.

As Tamara Monosoff from Mom Inventors Inc. noted using refilled cartridges saves you between 50 and 75 percent over buying new ones, plus reduced the overall waste.

Create a Big Business Persona with Your Phone System while Saving Monthly on Your Bill

Take your time to shop around and compare different prices available. Packaged services e.g. Internet + phone are likely to cost you less than opting for two different providers. Carefully examine the added calling features different providers are offering as you may end up paying for things you actually don’t need e.g. call forwarding, toll-free number or other rarely used features.

Alternatively, you may opt for a VoIP phone service to avoid the added costs and get better business calling features and call quality for a fraction of the price of ordinary small business phone services. Ooma Office, for example, is a small business phone service from Ooma, Inc., which provides crystal-clear HD voice calls and free calling in the U.S. and Canada combined with robust small business features all while reducing your monthly phone bills by up to 75%. Your big business persona features include a virtual receptionist, a local and toll-free phone number, a virtual fax extension, a conference extension and a mobile phone app that allows you to make and receive phone calls as if you were in the office.

Power Down Whenever You Can

Electric bills eat up a good part of any tech office budget. Teach your team to power everything down and unplug when not in use as your electronic devices still suck power when they are shut down, yet plugged to the network. This refers to everything – from computers to coffee pots. By doing so you can cut down your annual electric bill by at least three times.

Next, you may consider switching to energy-efficient appliances – those with the Energy Star label. Yes they do cost more, however they will cut down your energy expenses drastically in the long run. You can also take advantage of the government-sponsored rebates or see if your company is eligible for green energy tax credits. Besides, you can always phone your energy company and request a free energy audit with further suggestions on how to reduce energy consumption at your office.

Cut Back on Paid Software

Make it as a habit to conduct regularly software audits and ditch subscriptions you are not using. You might be surprised with the amount of those. Next, lets not forget the nearly each popular paid product has a decent free (or cheaper) alternative. Microsoft Office suite can be replaced with Google Docs suite or OpenOffice. Instead of Photoshop, you can use Canva or PicMonkey to make attractive visual materials or edit images at no cost. And there are even more ways to reduce your expenses on software.


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Dianna is a former ESL teacher and World Teach volunteer, currently living in France. She's slightly addicted to apps and viral media trends and helps different companies with product localization and content strategies. You can tweet her at @dilabrien

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