There’s been a lot of talk about a paperless society, but the reality of modern business is that printing is still essential. Signage, posters, advertising and POS material still rely on the magic of print and imagine your favourite products without their printed labels and packaging!
While it’s easy enough to choose a printer based on paper size, price or print capacity, there are other features which can affect your business. Get out of a jam and pick the printer type that suits you best.
What’s Your budget?
Just how fancy you want your printer to be? A state-of-the-art, super-colour, touch-screen machine will cost more upfront, but might save you in the long run if it’s also an efficient workhorse. A more basic machine might cost less initially, but if it’s an ink-guzzling monster that chokes on paper jams, it might not be worth your while.
Other than the initial purchase price, the biggest financial drain for a printer is the cost of ink and toner. The downside to inkjet printing is that it’s a slower and more costly process. The quality is variable depending on the print media used, and a good quality ink really does make a difference to the outcome of a print.
There’s ongoing debate between branded or generic printer cartridges, and their short- and long-term costs, and these should all be reviewed before purchasing a printer.
Other things to consider are the cost of electricity for keeping your machine on standby, and whether a multi-function printer/scanner/fax/copier an absolute necessity. Can you save costs with a single function machine? Does your machine come with an energy-saving function?
What connectivity do you need?
Most businesses operate in the modern world, and connectivity is a key feature for the busy office. Wireless network systems allow for smoother operation, where multiple users can connect at once and print easily from the convenience of their desk or mobile device.
The type of wireless network system chosen depends heavily on the nature of the business.
- More than 5 people using the system? You’ll need a reliable printer with a high print capacity and lower running costs.
- What are the network features – are they Ethernet only or will you have access to Wi-Fi or Bluetooth
- How fast is the connection? The speed of connectivity will affect the productivity of your staff.
- Is there remote software management support? Support for the system can range from full remote support to a software programme used for troubleshooting.
While you’re thinking about connectivity, it’s also worth considering extra features which make life easier for the team. Do you need a printer with scanner features? Fax ability? All these added extras make a difference.
How Security-Sensitive are Your Documents? \Many printers are enabled with access control, where authentication is required to print sensitive information. This is usually via a password or user profile, so your nosy colleague two desks over has no way of reading secret documents. More importantly, government and security agencies can function safely with this feature.
Some printers even protect against external security breaches, safeguarding against hackers and viruses. If your office deals with hyper-sensitive information, these are the printers you need to invest in.
Will you need high quality photos?
If high quality photos are an absolute must, then you’ll need a printer that can deliver high quality results, every time. Inkjets are the best choice for this and are well known for their ability to produce excellent blended colour on a range of media.
For offices which need colour without National Gallery standards, a laser printer can offer consistent results, particularly where high-volume jobs are common.
Speed
For offices that do rely on connected network printing, it’s worth paying attention to how fast your printer can run.
If multiple staff require regular access, a modern laser printer might be the best choice. Some of these can print up to 100 sheets per minute, which can be mighty useful during peak hour at the printer station. A smaller office might not need the same production speed and can also save a few dollars on a family-sedan-style printer, rather than the race car model.
