There are a number of key aspects to consider when buying a new multifunction printer. Some are obvious such as cost, but shopping for a printer for a small to mid-sized business is not as simple as just picking out the shiniest model. There have been several developments in the multifunction printer market and it may be a surprise to see the number of features these devices come out of the box with. Here are 10 important aspects to consider when determining what new office printer to purchase:
1. Laser or Inkjet?
This is a common question that inevitably comes up when shopping for a new office printer. Each type of printer has its own strengths and weaknesses. Generally, if a company is mainly printing documents and looking to keep cartridge replacement costs lower, they should choose a laser printer. However, an inkjet might be the better choice if they want to print the most colorful, best quality images.
2. Can Services be Connected?
Most organizations make use of various services to help manage workflow processes. Is it possible to simply link these services using the new multifunction printer and simplify workflows? Look for compatibility with the top cloud storage services and other important services used frequently within the department.
3. How Fast Should a Printer be?
The pages per minute (ppm) of the multifunction printer selected is a very important feature to consider. Some printers are designed for low to medium volume printing, while others are designed to keep up with high volume users. Team leaders should consider their team’s usage patterns and then look for a printer that can satisfy their needs.
4. How Does the Multifunction Printer Integrate with a Network?
The last thing companies want to do when setting up a new office printer is completely change the network infrastructure to accommodate it. Rather, printers should fit into the existing network setup so that there is no wasted time or cost. Businesses should simply be able to deploy the new printer and easily set up any necessary monitoring services.
5. Can Printers Connect with Other Devices?
Most companies are long past the age where printers simply had to interact with computers on the network in order to do their job. Now, employees need to be able to print from their smartphones and tablets. Connecting and using these devices should be quick and easy. Once the devices are connected, employees will be able to print from any device, no matter where they are. No need to interrupt productivity just to print.
6. Find Out the Scanner Quality
Resolutions are not just for New Year’s. When scanning documents, the resolution at which documents are scanned can make a big difference on how it looks and how the scanned images will be used. A basic scanner built into a multifunction printer might be fine for text documents. However, if users are scanning detailed images that they need to print or display, a high-resolution scanner could be the preferable option.
7. Determine the Level of Security Required
Depending on the industry and the type of information processed, data security requirements may be more stringent than other businesses. Ensure that a new office printer not only meets business printing needs, but also its security needs. For example, a health care business must comply with HIPAA and, therefore, should look for a multifunction printer that meets those requirements.
8. Understand Total Cost of Ownership
The initial price tag is not the only cost included with new small business printers. There are additional maintenance and material costs that can add up over time. A rock-bottom price tag may not look that great after a few years. Look at the total cost of ownership over several years – including basic maintenance and replacement – to get a sense of how much the printer will actually cost.
9. Reputation of the Brand
There are a number of manufacturers available, but not all brands are the same. Before making a purchase, take time to research the available options. Reputable dealers will sell well-known brands with strong reputations for quality.
10. What is the Monthly Workload of the Printer?
Duty cycle is a term often heard when shopping for a new office printer. This refers to the number of pages a printer can realistically handle throughout a month of work. In addition to pages per minute, the new printer must be ready to take on the monthly print volume of a fast-paced office.
Talk to an Expert
There are a lot of variables at play when looking for a new office printer. With so many things to consider when buying a printer, it can feel overwhelming even for a seasoned pro.
Don’t get overwhelmed. Get the team at RJ Young to do the work for you. Contact us today and let us guide you through the buying process to ensure you get the right model for your needs.