5 Things To Consider Before Purchasing A New Office Printer

office printers

In today’s fast-paced business world, productivity and efficiency are paramount. A well-functioning office printer is a fundamental asset that can significantly improve workflows and streamline business operations. However, choosing the right one for your needs can take time and effort with so many options on the market. 

Whether you’re running an SME or a large, multi-department organisation, choosing the right office printer requires careful consideration to ensure it meets your specific demands and budget. 

To help you make the right decision, here are five things you should consider when buying a new printer for your business. 

1: Functionality 

You should always consider what you plan to use your printer for before buying. For example, some people may only need to print documents, while others may require a device that can photocopy, scan and finish documents. 

  • Single-Function Printers: Single-function printers do only one thing: print. These devices are ideal if your only requirement is to print documents and nothing more. 
  • All-in-One Printers: These devices can facilitate scanning, copying, faxing and even booklet folding and stapling. If you’re looking for a printer that can offer more than just printing, then a multi-function printer will be the best option. 

2: Document quality and output  

Will your business need colour printing? Do you regularly print high-quality graphics? Or do you only need to print black-and-white documents? You’ll want to be sure that your machine’s output meets your needs and expectations, so asking yourself these questions is essential for finding a device that fits the bill. 

When making your decision, it’s helpful to make a note of the following specifications to help you narrow down your search: 

  • Pages Per Minute (PPM): If you print many documents regularly, you must look for a device with a higher PPM. Be sure to look at the PPM specification for colour and black-and-white documents, which often differ. 
  • Dots Per Inch (DPI): This refers to how many ink dots the printer can apply to a square inch of paper. Higher DPI specification printers are best for creating high-resolution, high-detail images. 

3: Ongoing cost and availability of consumables  

It’s not just the machine specification that needs some thought; it’s also the ongoing cost and the availability of compatible consumables. Before you make your decision, be sure to research ongoing costs associated with running and maintaining your device. 

4: Size 

You should also consider the amount of free space available in your office as your office size and how much room you can designate for a new printer will determine what size you can purchase. 

Most single-function printers can sit comfortably on a desk, while multi-function devices need designated office floor space. 

5: Buy or lease? 

Another factor to consider when looking for a new office printer is whether you actually want to buy it. Depending on the size of your business and how much you plan to use your new device, it might be more cost-effective to lease one. 

Leasing a printer as part of a managed print service offers several great benefits, including: 

  • No upfront cost 
  • Access to technical support and repairs 
  • Regular machine servicing and maintenance 
  • Access to innovative devices and software 

If you’re still unsure which printer is right for you, here’s a simple-to-use product recommendation tool that can point you in the right direction. 

Need help finding a suitable device for you? Our team of printer specialists can help you find a new device that perfectly suits your requirements and budget. Speak to our team today.