Helping a Non-Profit Reduce Printing Costs While Maintaining Outreach Quality
Client Background
Our client is a community-focused non-profit organisation with 15 staff members and numerous volunteers, dedicated to social services and community development programmes. Like many non-profits, they operate with tight budgets where every dollar spent on operations means less funding available for their mission-critical programmes.
The organisation regularly produces newsletters, event materials, volunteer handbooks, donor reports, and grant applications—requiring both professional presentation quality and careful cost management.
Problem
The non-profit organisation handled a mix of donor communications, outreach materials, event handouts, and internal administrative documents. Printing volumes were high, but budgets were limited and closely monitored.
Colour printing was often used unnecessarily for drafts, and reprints occurred when documents were revised or misplaced. Over time, printing costs grew faster than expected, reducing the funds available for actual programme work.
Solution
CPC Solution Pte Ltd implemented a structured printing approach that distinguished between outreach materials and internal documents. Cost-efficient defaults were applied to internal printing, while quality was preserved for donor-facing materials.
Staff received free training to understand best printing practices, and our support stayed with them all the time to help refine workflows without disrupting daily operations.
Implementation Approach:
We configured two print queues: “Internal-Draft” with economical black-and-white duplex settings as default, and “External-Final” for donor communications and outreach materials requiring colour and quality. This simple structure made it easy for staff to choose the appropriate option.
Print settings included automatic duplex, draft quality for internal documents, and mandatory user authentication to eliminate unclaimed print jobs. We also implemented scan-to-folder workflows so staff could digitally share documents instead of printing multiple copies for internal review.
Outcome
The organisation achieved a 33% reduction in printing costs while maintaining the quality of outreach and donor communications.
Staff became more mindful about printing, and management gained clearer control over expenses.
As a team, we were happy we resolved problem of our client and they also thank us for our efforts and flaw less work.
Ongoing Support
CPC Solution continues to support the organisation with quarterly reviews of printing usage and costs. We provide recommendations for further optimization and ensure the system continues to meet their evolving needs as programmes expand.
Our commitment to non-profit clients includes priority support and special consideration for budget-conscious solutions that maximize mission impact while minimizing operational overhead.