The key to realizing office savings can be as simple as re-evaluating how even the most routine tasks are done on a daily basis.

As budget cuts abound, companies are searching for strategies to tighten the reign on office expenses. The following are some relatively simple strategies for saving.

Re-evaluate Daily Tasks
Even the most routine tasks cost money. For instance, while many companies don’t think twice about picking up the phone, many may overlook how costly a call actually is. To avoid high phone fees, many firms turn to Voice over Internet Protocol (VoIP) technologies, such as Skype, that allow workers to communicate using the Internet — something that can help save a substantial amount in the long run, the United States Small Business Administration (SBA) explains.

Other routine tasks, such as faxing and printing papers, can make an impact on the office budget with the help of every employee. The Office Professional, an online resource for administrative professionals, suggests researching fax to e-mail services that can ultimately help reduce ink and paper costs. A simple way to cut down on more paperwork is to use “bad” print outs for memos or scrap paper, which can minimize new orders.

Additionally, reduce daily stamp usage by shifting your snail mail to electronic correspondence. “If you send an average of 250 pieces a month, you can save about $200 taking in paper, ink, envelops and postage,” SBA emphasizes.

Finally, every employee needs a little boost to their day, and they often turn to coffee. Encourage employees to bring and refill their own mugs. “Not only can this save $300-$500 a year, but it also significantly reduces waste, which helps reduce your carbon footprint,” Mainstreet.com explains.

Go Green (to Save Green)
Saving money often goes hand-in-hand with conservation. In fact, studies have already shown that businesses with formal green teams in place save money while boosting employee morale. Yet there are a few easy steps that every employee can take to minimize a reduce waste and save.

Purchasing used devices and materials, such as printer cartridges and computer equipment, can help cut down on a large percentage of office costs. Anyone can do this by turning to newspaper classifieds and Yellow Pages, which can help ease the search for recycled parts, Entrepreneur.com emphasizes.

Small, everyday actions add to costs. Switching to compact fluorescent light bulbs saves energy, and turning all lights and electricity before going home can make a big impact on savings. “Ask each employee to turn off their computers when they are done for the day and have the office manager turn off copiers, fax machines and even coffee pots each night — this can decrease your energy bill up to one-third every year,” Mainstreet.com says.

You can even find cost-cutting resources when you least expect them. Consider turning trash into cash. “You can also find recyclers who will pay for your expended cartridges or donate them to a charity to get a tax deduction,” Your Success Network recommends.

Shop Around
While cost-comparison websites exist to help consumers find the best deal on packages such as trips or airline flights, the same type of tactic can be applied to office savings. To cut costs on office supplies, for instance, shop around.

“Contact three to five large office supply vendors like Staples or Office Depot and inform them that you want to make a bulk purchase of these items and that you’re shopping to compare prices,” Small Business Chronicle advises. Then, of course, accept the best deal.

The Office Professional suggests turning to services that compare rates such as shipping fees, to get the best offers. More than office items, it’s also important to think of savings in a broader scope, such as renegotiating an office lease. The SBA recommends negotiating/signing a lower-cost lease for an extended time or, if necessary, relocating to a less-expensive location.

Related: 3 Simple Ways to Green Your Office

Resources

8 Ways to Reduce Office Running Costs
by John Brook
Your Success Network, Oct. 21, 2010

Simple Ways to Cut Office Expenses
by Bobbi Dempsey
The Office Professional, July 25, 2011

Cost Saving Ideas for Organization
by Chris Joseph
The Houston Chronicle

Small Business Cents: 7 Ways to Cut Your Costs
by David Hall
U.S. Small Business Administration, May 11, 2011

10 Ways to Cut Office Costs
by Mainstreet.com, April 2, 2009

50 Ways to Save Money in Your Business
by Jacquelyn Lynn, Ivan R. Misner, Chris Penttila, Guen Sublette and Laura Tiffany
Entrepreneur.com