A common sight in many offices throughout the UK is a printer, with most companies having one or more of these machines in the office. Even with the best care and servicing, there will come a time when these machines are past the best, and you will need to consider replacing them. You will need to consider many factors when looking at a new printer for your office to ensure that you make the best decision for your business. You must ensure that your chosen printer is efficient and has all the features you need for your company’s printing. Below are some factors for you to consider that can help you select the best printer option for your business.
Define Your Printing Requirements
The first thing you must do is define your printing needs, so you clearly understand them. You will want to consider the volume of printing your business does, whether in colour or black and white and the type of paper you typically use. For a company that usually does high-volume monochrome printing, a monochrome laser printer might be the best option, which is an efficient and cost-effective choice. However, a colour laser printer might be the best option if your company prints many vibrant images and high-quality graphics. If you require a printer for adding codes or marking products, the best option will be a continuous inkjet printer for this task.
Printing Speed & Volume
You will also need to consider the speed at which you need things printed and the volume of printing you will do, as time is money in the business world. You want to ensure that the printer you choose can handle the volume of printing you require and can print it efficiently and quickly. The pages per minute (PPM) is advertised on all printers so you can see how quickly they can print, which can help you select a suitable printer that matches the needs of your business.
However, you will also need to look at the printer’s monthly duty cycle, which denotes the maximum number of pages it can handle in a month. Exceeding this limit can increase the wear and tear on the machine and reduce its lifespan significantly. Matching the printer’s duty cycle with your business’s monthly print volume is essential to help maintain your printer’s optimal performance.
The Cost of Ownership
Investing in a printer for your business will require an initial outlay of money, but you must also factor in the cost of ownership when buying one for your office. There are ongoing costs for a printer, which include the expense of the consumables, ink and paper, and the maintenance costs of the printer. When looking at printer options, you want to investigate the cost of replacement cartridges and the average yield per cartridge and determine the long-term cost implications for your business.
Investing in a printer with energy-saving features is worth considering, which can help reduce the energy your printer uses. Additionally, some manufacturers offer managed print services that can help you optimise your printing infrastructure, monitor usage, and reduce overall costs.
Connectivity
To help increase printing efficiency for your business, you also want to select a printer that can connect seamlessly using various methods. There are four primary connection options, which are:
- USB
- Wi-Fi
- Ethernet
- Wireless
If multiple people are using the printer, a wireless option can be suitable, which means anyone can print from a tablet, phone, or laptop, and is a flexible option for your business. You also want to consider compatibility with cloud-based services, allowing users to send things to print remotely and can help streamline your organisation’s workflow.
Security Features
The security of your printer is another vital aspect to consider, as data security is an essential component of any digital business. Modern printers have different security features, such as user authentication, encryption, and secure printing options. These features on your printer can help safeguard sensitive information and protect your organisation from potential data breaches.
Product Support & Servicing
You will also want to select a brand of printer with excellent support available, preferably one that you can get serviced easily. A printer can be a vital part of a business, so it can significantly affect it when it is down and not working. Choosing a reputable brand of printer with excellent support can help reduce downtime, and regularly servicing your printer will also help keep it in perfect condition. You want to shop around and compare the various available options to see which ones offer the best support and servicing to help you select the best choice for your business.
Consider the factors above, and it can help you choose the best printing option for your organisation that is efficient and cost-effective. To see some of the best printer options for a small business, click here.
