Choosing the right office printer for my business

Choose the right office printer for your business needs using our expert guide.

Why choosing the right office printer is so important

Choosing the right office printer or photocopier for your office is no mean feat. We often speak to customers who know they need to print, but their knowledge stops there—and that’s fine, we’re here to help. Without the right research, you could end up with a machine that isn’t fit for purpose or spending way over the odds for functionality you don’t need.

Our guide will help reduce the unknowns, providing clarity when considering your next office printer.

Key Factors to consider when choosing the right office printer or photocopier

The first step when choosing the right office printer is to assess your business needs and what you intend to use the printer for. Three key considerations should be:

Volume

The quantity of pages your business prints and copies each month is a large factor in the kind of printer you may require.

• Low Volume: ideal for small teams or businesses who may only print occasionally.
• Medium Volume: great for midsized offices where printing or copying occurs daily.
• High Volume: necessary for large organizations or teams with heavy print workloads.

Type of output

You will also need to consider the nature of the documents you will be producing. If you’re purchasing more than one device, you may consider different devices for different departments or locations based on their needs.

• Colour: an essential for marketing materials, formal or customer-facing documents.
• Black and white: perfect for internal use, draft documents and reports.

Additional features you may need

Many printers can come with extra features and capabilities, such as:

• Scanning and faxing.
• Stapling and booklet creation.
• Double-sided printing—to save paper.
• Integration with digital tools like cloud printing or document management systems.

Types of Office Printers and Photocopiers

While many businesses may only need a device for printing and copying documents, it’s not always that simple. There’s a number of different types of printer available, each with their own pro’s and con’s. Here are the main types of devices to look for:

Inkjet Printers

Best for: low-volume, high-quality colour printing.
Pro’s: affordable upfront cost with excellent colour accuracy.
Con’s: higher cost per page and prints much slower than other options.

Laser Printers

Best for: high-volume, black-and-white printing.
Pro’s: faster printing speed and cost-effective for large quantities.
Con’s: Higher initial investment and the quality of colour prints may be limited.

Multifunction Devices (MFDs)

Best for: offices needing a versatile, all-in-one solution.
Pro’s: combines printing, copying, scanning, and faxing in one device.
Con’s: may be overkill for small offices with limited needs.

Commercial Photocopiers

Best for: large organizations with heavy copying requirements.
Pro’s: robust features, designed to handle high workloads with ease.
Con’s: higher upfront costs and requires more space.

Key Factors to consider when picking an office printer or Photocopier

Cost

When purchasing a print device, it’s not just about the upfront price. There are a number of other costs that could come up during ownership. These include ink or toner replacement, paper and other consumables, ongoing maintenance or repairs, and additional fees associated with leasing or financing a machine.

Speed and Efficiency

In any business, time is money. We advise looking for devices with high pages-per-minute (PPM), low warm-up times, and a reliable life span.

Connectivity

Modern offices and IT systems require multiple connectivity options and ease of use. Ensure your device supports.

• Wireless printing for a cable-free office.
• Mobile app compatibility for printing away from the office.
• Integration with existing office networks and cloud platforms.

Space requirements

Printers and photocopiers can vary in size from small units that can fit on a desk to large standalone machines that require space for opening drawers and moving parts. Make sure you choose a device that fits your office layout without disrupting existing workflows. MFD’s can be a great solution for minimising space used, due to their ability to consolidate the function of multiple devices into one machine.

Ease of Use & After-Sales Support

A user-friendly machine can reduce frustration and calls to the IT department. This saves time and drives productivity. Consider a print device which includes:

• Intuitive interfaces, such as touchscreens.
• Easy to replace ink/toner cartridges and paper systems.

Common mistakes businesses make when deciding on a printer

Some common mistakes people make when buying a printer or photocopier include:

• Scalability: As your business grows, the printing requirements may change. That’s why it’s important to be in a contract that will allow you to add or change your print devices over time without any hidden costs.
• Focusing on upfront costs only: On the subject of hidden costs, it’s easy to see the bold numbers and think you’ve secured a great deal. However, its important to check the small print for additional costs, such as cost per print, charging for toner or even repairs by an engineer.

What Next?

There are two options when buying a printer for a business.

Option one is that you can do it yourself, spending valuable time doing research and speaking to suppliers to find the perfect printer. Not only is this time-consuming, but it can also become expensive if you’re unsure of exactly what you’re buying, especially when it comes to after-sales support and maintenance.

The second option is to use a managed print service (MPS). This option makes a lot more sense for busy businesses that need a printer but have no intentions to maintain or repair the machine themselves. An MPS is a great option, as they have the expertise and knowledge to recommend the right device and can often get them at great prices.

How Rawson Digital Eases the Process for Customers

As the leading MPS provider across North Wales and the North West, we’re dedicated to helping businesses make informed decisions when purchasing a printer or photocopier for their business and ensuring they don’t end up paying over the odds for the device they go for.

If you’re in the process of choosing the right office printer or you’re looking at upgrading your existing systems, get in touch with us today for a free audit and recommendations.