Buying a printer for your business isn’t just about picking the cheapest or fastest model. You need a machine that keeps up with your workload, saves money in the long run, and doesn’t leave you frustrated with constant paper jams or sky-high ink costs.
The following are must-check features before you hit ‘buy’ on your printer for office equipment. Whether you’re printing invoices, marketing materials, or client reports, this guide ensures you get the best bang for your buck.
1. Choose the Right Printer Type for Your Needs
Not all printers are created equal. The best one for you depends on what and how much you print. Examples include:
- Inkjet printers are great for high-quality color printing for office documents (product pages, color documents, and so much more), but may have higher ink costs. They’re best for low-to-medium volume printing.
- Laser printers are faster and more cost-effective for high-volume black-and-white documents. Their toner lasts longer than inkjet cartridges.
- Multifunction printers (MFPs) combine singular or two-sided printing, scanning, copying, and sometimes faxing in one device. Talk about a multifunction device for our workflow capabilities!
- Solid ink or ecotank printers offer lower cost per page but higher upfront costs. They’re best for businesses with high print volume demands.
Look into what types of documents you print, how many pages per month you need to meet, and so on. Your answers will point you in the right direction. There are many makers of high-quality business printers out there that you can choose from.
2. Check Print Speed to Avoid Bottlenecks
Time is money. A slow printer can grind productivity to a halt. Thus, you need to work with a speedy printer. Print speed is measured in pages per minute (PPM). Pick a printer depending on your office’s print volume needs.
Laser printers are generally faster than inkjets, especially for text-heavy documents. If multiple employees share the printer, opt for a faster model to prevent frustrating queues and delays in business processes.
3. Prioritize Print Quality for Professional-Looking Results
A blurry contract or faded logo won’t impress clients. Hence, you need to prioritize high print quality. Print quality is measured in dots per inch (DPI). Text documents require a different DPI compared to color-heavy materials.
If your business relies on presentations, marketing materials, or high-end reports, don’t skimp on resolution. Some printers also offer auto-duplexing (double-sided printing), which saves paper while maintaining quality.
4. Evaluate Paper Handling Capacity
Nothing’s worse than constantly refilling paper trays. Look into printers with great input tray capacity, that have multiple trays to help you switch between different paper types (letterhead, labels, envelopes), and so on.
If your office prints hundreds of pages daily, a printer with large trays or additional cassette options will save time and hassle.
5. Calculate Long-Term Costs for Your Ink, Toner, and Upkeep
The sticker price is just the beginning. Ongoing costs can make a ‘cheap’ printer expensive over time.
- Inkjet printers’ cartridges can cost more per page; some models have high-yield or refillable options.
- Laser printers’ toner lasts longer and is usually cheaper per page.
- Ecotank or bulk ink printers have a higher upfront cost but command a much lower cost per page.
Look for yield ratings (how many pages a cartridge can print) and compare prices. Additionally, check if third-party cartridges are available because they can cut costs (although using them may void warranties).
6. Ensure Reliable Printer Connectivity Options
Printer connectivity is a must for high office productivity. Look for the following features in your next business printer purchase:
- Wi-Fi and the Ethernet let multiple users print documents wirelessly;
- Mobile printing capabilities are essential for remote or hybrid teams; and
- USB and Near Field Communication (NFC) are handy for quick direct printing.
If your team uses cloud services, ensure the printer supports cloud printing. Some models even offer email-to-print functionality for added convenience.
7. Verify Security Features for Sensitive Files
Printers can be a weak spot for data breaches.
Protect confidential info with these printer security features: personal identification number (PIN) or user authentication (to ensure only authorized staff can print files), encrypted hard drives (to protect sensitive data), along with top network security protocols and data compliance tools.
If your business deals with legal, medical, or financial documents, security isn’t optional.
8. Look for Scalability and Future-Proofing
As your business grows, your printer should keep up as well. Consider the following business printer features for seamless scalability:
- Expandable memory and storage for faster processing;
- Modular add-ons like extra document trays, finishers, or staplers;
- Great software compatibility to keep up with changes; and so on.
A slightly more expensive model today with scalable features could save you from replacing the printer in a year.
Closing Words
A business printer is an investment, not just another office gadget. By focusing on speed, quality, cost efficiency, and security, you’ll avoid buyer’s remorse and keep operations running smoothly.
Before you decide, determine what your office’s monthly print volume needs are, what the total cost of ownership is, and the like.
Keep in mind the pointer above, and you’re ready to pick the perfect printer for your company.
