When the first multifunction printer hit the office technology scene in the mid-1990s, they changed the way companies thought about productivity. With a compact physical footprint, unparalleled versatility, and faster print speed, they gave businesses new ways to leverage their printing. In 2019, the small business copier/multifunction printer has it all and has become a staple in the modern and home office.
However, like all machines, these handy devices still experience an occasional snag in operations. RJ Young service technicians are happy to help but several common problems can be resolved without them. Here is a quick guide on the five most common printing problems experienced with a small business copier and MFP.
Get a device back into service in no time with these simple tips.
Five Common Problems & How to Fix Them
Printers—whether MFPs or not—all experience a variety of problems from time to time. Here are the five issues most offices will see in the device’s lifetime:
1. Streaks, Smudges, and Spots
Streaks, smudges, and spots are ugly and ruin a professionally designed document. If papers are routinely coming out of the copier with such marks, it may be:
- Dirt or scratches on the glass. Clean the glass above the reader with a gentle glass cleaner and a very soft cloth.
- The wrong paper is being used. Check that the correct paper is being used. Laser copier devices need a specific paper.
- Components are worn out. Inspect the toner cartridges, imaging unit, or fuser roll to see if there is debris or damage.
- Incorrect settings. Check the device settings and driver to make sure everything is configured correctly for what you are trying to print.
While dirty reader glass causes the problem most of the time, it’s not always the case. Should an inspection reveal damage to any of the internal components, contact a certified technician.
2. Slow Output
Modern printers and digital copiers are built to do their job quickly. Multifunction copiers and printers have practically perfected efficient output by combining scanning fax, and printing while increasing the print speed and output pages per minute. A slow device is like slow wi-fi: aggravating, at best. Slow production happens due to:
- High-resolution settings. Select draft or standard mode for printing that does not need photographic quality output.
- Duplex printing. Printing one-sided requires more paper capacity but is faster.
- Outdated drivers. Check the driver edition and update if necessary.
In general, a slow output can be corrected by adjusting the print or copy preferences. Take advantage of more economical settings and speed up the device.
3. Paper Problems
When it comes to small office imaging technology, the paper jam is the most infamous problem of all. However, copy machines and MFPs can suffer from a host of paper problems, including:
- The toner rubs off or does not set. In this case, the incorrect paper is being used. Use a paper meant for laser printers. If it is the correct paper, check the fuser roll for worn out parts.
- Paper jams keep happening. The paper or the tray is misaligned. Try resetting it. If that does not work, other hardware may be worn out and needing replacement. This also happens occasionally with automatic document feeders. Therefore, make sure the paper is set in the tray and is stacked neatly together.
- Wrinkled jobs. Creases, wrinkles, or wet-looking paper happens when the paper has been stored in humid conditions. Make sure the paper in the tray is completely dry.
Paper problems often happen when the wrong paper is being used. Always double-check which paper type the device supports.
4. Discolored Printing
Discolored, faded or off-colored prints generally indicate a problem with the cartridges. They may appear in many different ways, including:
- Elements printed in black appear blueish or not quite black on inkjet devices. The key (or black) cartridge is empty. The device is creating the appearance of black by mixing the other three colors.
- Traces of color in black and white settings on color devices. In this instance, there is a color leak occurring. Remove the toner, clean the machine, and insert a new toner cartridge.
- Fading or discoloration in monochrome laser copiers. Discolored toner may indicate poor quality toner, incorrect print density settings, or a problem with the photoreceptors. Try adjusting the print density settings on the device before inspecting the toner or internal components.
First, check the toner levels and address any low or empty cartridges. Then check the settings on the device. If neither of those work, contact a technician to inspect the device’s parts.
5. Nothing Happens
There is nothing more concerning than pushing the ‘print’ button, and nothing happening. It is a common problem with several common causes, including:
- Sending a job to the wrong device. If the task is sent from a computer or mobile device, check that the correct device is selected.
- The computer and device are not connected. Check under ‘Devices’ and ‘Printers’ to see if the computer recognizes the device. If so, check that the driver is installed and up to date.
- The device is asleep, not turned on, or not connected to a power source. Check that the device has been turned on and has power.
- The network is down or unavailable. Check the network.
If all else fails, try restarting the device. Turn it off for a few moments before turning it on again.
Small Business Copier Repair with RJ Young
A small business copier, like all machinery, occasionally needs to be serviced or repaired. On common devices, such as the HP Laserjet Pro and Canon ImageCLASS, many fixes are quick and easy. Others, however, require the attention of a trained certified professional. If a quick troubleshooting session does not solve the problem, consider contacting a specialist such as RJ Young to get a fast, effective solution to any office technology problem.
Even if your office equipment was not purchased from RJ Young, their team of trained professionals can service the equipment.
RJ Young provides organizations with the best-in-class repair services for your small business copiers. Contact us today to get started!
A Multi-Function Printer print, scan, copy, fax, and even edit documents from one convenient hub. This has made them an office staple, leaving few reasons for an office to continue to purchase discrete devices for each activity.
Companies embrace multi-function devices because they increase device impact while decreasing their physical footprint. Multi-Function Printers increase company-wide productivity and revenue when strategically deployed in a printing fleet. Read on to learn how upgrading a company’s printer fleet to include these multi-function devices transforms productivity and profitability in the office.
How to Better Understand a Multi-Function Printer
There are many different terms for the device known as the multi-function printer. No standardized language exists, therefore the manufacturers are free to refer to their products as they like. In other words, there are several terms which appear in reference to MPS or similar devices:
- All-In-One (AIO): A device which has a full array of document management options. This includes printing, scanning, faxing, copying, document editing, storage, and conversion.
- Multi-function Device (MFD): May or may not be a printer, but likely has printing capabilities.
- Multi-function Peripheral or Product (MFP): Shares the acronym MFP with multi-function printer, but it may have different capabilities entirely. Read the product description carefully.
- 4-in-1 Printer: Typically refers to the main four functionalities: printing, scanning, copying, and faxing.
- Small Office/Home Office (SOHO): These printers are typically multi-function because their manufacturers assume that smaller operations have less space.
Upgraded Fleets Save Money and Increase Productivity
A printer is no small investment. Professional models run easily into the thousands of dollars, which may represent a significant expense for a business. It might be tempting to hold onto an outdated model as a result, but that could be augmenting operating expenses in the long run. Upgraded fleets save money and increase productivity because they:
1. Decrease Consumable Cost and Use
The older the printer, the more expensive consumables like ink and specialized paper stocks tend to get. This is partly because they get harder to find, and partly because manufacturers discontinue parts and supplies to encourage upgrading. Likewise, modern printers use toner and ink more efficiently. They also support duplex printing and support the option to print only in black and white.
2. Cost Less to Maintain
A single multi-function device is much easier to maintain than a horde of specialized devices. Additionally, multi-function printers are so common that most technicians will have likely seen the model before, making it easier to get a device serviced.
3. Supports Increased Integration
Most modern multi-function printers support Wi-Fi connectivity, which enables integration with other office devices. Users can easily access all of the device’s functionalities without ever leaving their computer. Likewise, mobile printing adds a new layer of flexibility and mobility to the workflow.
4. Modern Multi-Function Printer Features Make Printing Easy
Multi-function printers are notoriously easy to use. The users do not have to go digging around in complicated interfaces to find the print button. Intuitive color touchscreens direct users to exactly where they need to go. Automatic document feeders eliminate the need to fiddle with the machine.
Install Print Tracking Software
Upgrading the printer itself is only one way to save money and boost productivity. Offices which already have a reasonably modern printer may wish to implement another strategy to boost productivity and reduce costs: print tracking software.
Print tracking software, such as PaperCut or uniFLOW helps businesses get a better handle on their expenses and printing habits. Print tracking software allows businesses to:
- Automate reporting which makes tracking seamless
- Gain total visibility of the printing costs for an organization
- Highlight areas of improvement for optimizing fleets and individual printer use
- Manage consumables to help reduce costs
- Restrict access to the print environment so only the people who need to print can do so
Upgrade Your Printing Environment Today With A Multi-Function Printer
Modern businesses frequently operate on razor-thin margins, making any cost reduction potentially valuable. An optimized office print environment helps boost productivity, while reducing costs.
PaperKarma estimates that the average office worker uses close to 10,000 sheets of copy paper per year. That is the equivalent of 20 reams of standard office paper, or about 100 pounds of paper worth close to $200 per year. This article has outlined many of the ways that occur and has provided strategies to begin the optimization process.
Through the thoughtful deployment of modern printing devices, plus print tracking software, businesses can reduce this cost. Contact RJ Young today to begin strategizing your next-generation printing fleet which cuts costs while boosting productivity.
A multifunction printer emphasizes efficiency in the home or office. Designed to do it all, they are valued for their ability to provide several printing capabilities, even to small businesses which may not have space for numerous devices.
Businesses looking to upgrade or replace a general printer may wish to invest in a high-impact device, such as a multifunction printer. For most modern offices, they provide all of the quintessential document solutions in a compact, easy-to-use format. It is no longer only about the print quality of your black and white documents, it is about bringing all your printing needs into one device.
There are a lot of advantages to having a multifunction printer in the office. Here are four benefits, which sometimes get overlooked, but have a tangible impact on how well an office functions.
1. A Multifunction Printer Improves Document Management
A multifunction printer improves document management by putting all of an organization’s printing infrastructure in precisely one place – physically and digitally. While a multifunction printer enables printing, scanning, and copying, and often faxing from the same device, most models on the market also come with powerful software which lets any wireless or mobile device operate the printer. With the increase of mobile devices in the workplace, mobile printing is becoming a desirable function to have. In other words, users can enjoy designing and printing a document from a single interface.
Such a feature has advantages for transforming an office into a productivity powerhouse. However, this consolidation also presents several opportunities to tighten an organization’s document management processes. Making the multifunction printer the hub through which all documents flow helps maintain visibility, security, and compliance. It also facilitates the creation of standardization procedures to support office organization further.
2. They Make the Print Environment Easier to Control
Print environment control becomes much easier when all printing activities happen on one network. Much like with document management, access control and tracking are easier when they only occur with one device.
Controlling the print environment increases security and decreases printing costs. It cuts unauthorized printing, whether it is part of the 78 percent of employees who print personal material at work, or someone stealing confidential information. Likewise, companies who are required to mind privacy regulations such as HIPAA may find that a consolidated device in a secured area is much more effective (and compliant!) than multiple devices in discrete offices.
3. Multifunction Printers Reduce Office Costs All Around
Multifunction printers are not only smart because they take up less space, a good multifunction printer takes up fewer resources as well. This includes:
A multifunction printer results in a lower electricity bill because fewer machines are running. Likewise, many professional multifunction printers now have Energy Star ratings, which are 40 to 55 percent more efficient than non-certified models.
Multifunction printers reduce the overall cost of paper, ink cartridges, and other consumables over the course of their lifespan. Part of this occurs because multifunction printers make it easier to digitize documents and turn them into other useful digital formats. Part of this occurs because improved print environment control means businesses are no longer underestimating their printing costs quite so dramatically.
It is easier to keep one generalized machine in working order than it is to maintain several specialized devices. Likewise, the commonplace status of multifunction printers means that spare parts are easier to find, and therefore cheaper.
4. Users Only Need to Learn One Interface
Multifunction printers are known to be easy-to-use — this faciliates efficiency so that users only need to learn one interface. With intuitive color touchscreens and simple navigation devices, users can master a simple interface and unlock all of their printing, scanning, and copying needs in a single action. For the average modern office where the documents need to keep flowing, this represents a major advantage over other powerful, but specialized printers.
Implementing integration software which standardizes the interface across devices has the same effect with the printer’s more powerful capabilities. When employees only need to learn one interface, they spend less time mastering these interfaces and more time on the processes which makes the business run.
Choosing the Best Multifunction Printer for Your Office
There are a variety of multifunction printers on the market which offer a variety of capabilities — this means that the choice is not a straightforward one. However, the right selection will transform a print environment into a productivity powerhouse.
Multifunction printers are best for offices which have demanding but generalized printing needs. They marry productivity and simplicity to provide all of the necessary features which the modern office requires. Advanced features, such as network connectivity, help make multifunction printers central hubs in the productivity hive that is an office.
As experts in printing solutions, RJ Young understands the myriad of distinct challenges which different businesses and industries may face. Let us leverage our expertise in office technology solutions to amplify your workflow. Contact us today to start a conversation about the goals you would like to meet with your next office printer.
In the age of digital files and communication, printed materials still play a big role in the vast majority of businesses. Everything from posters to flyers to brochures is used extensively to help a business grow and compete within their industry. However, the cost of outsourcing printing has many businesses thinking twice about placing their next order. Is outsourcing these print jobs the way to go, or should businesses seek to bring their printing needs in-house with production printing equipment?
There are a number of considerations at play here for businesses to examine. Cost is the most obvious concern for any business, but there is much more to the equation than just dollars and cents. Both options carry their own pros and cons. The better a company understands them, the easier it will be to make the best possible choice for their unique needs.
Comparing the Costs
Every business from small mom-and-pop shops to multinational corporations must adhere to a budget. Money does not grow on trees and printing budgets are no exception to the rule. In the past, outsourcing printing has often been seen as the more budget-friendly option, but that is beginning to change in the minds of business owners facing higher printing costs.
Part of this increase in the cost of outsourcing printing is that print providers have increased costs themselves, and then these costs are passed on to customers. For examples, USPS has reported increasing their rates on shipping. This means that printing companies must adjust their own rates to reflect the new costs their budgets must absorb.
However, building a printing production facility from the ground up is also a costly investment. Businesses that do not have the capital to purchase or lease their own production printing equipment may find that outsourcing continues to be their best option.
Ultimately, in-house printing equipment is an investment that will pay off down the line. Companies that want to bring their printing needs in-house may face high upfront costs, but will see savings as they print more and more materials. Businesses that don’t have the capital for this investment or do not feel they will use the production printers to their full potential may benefit most from using an outsourced print provider.
What Materials Are Being Printed?
Businesses that decide to handle printing in-house must carefully examine what kind of materials will be printed and if the volume will justify having the equipment on-hand. Printing small posters or brochures may be feasible for businesses, but other items, like large banners or window decals, may require specialized equipment that will not be used frequently enough to justify the cost.
Sometimes, businesses may want to consider a combination of in-house and outsourced printing solutions. In-House production printing equipment can handle the basic, high volume jobs while outsourced printing equipment is perfect for more niche jobs.
Who Will Manage the Printing and Design?
Depending on the needs of the business and the size of the operation, in-house designers and managers that focus on the printing needs of the business may be necessary. One huge benefit of this arrangement is that the business has complete control over their materials and campaigns from beginning to end.
However, the obvious downside to choosing this route is the cost and effort that goes into hiring and maintaining this kind of staff. Consider a professional in-house graphic designer. According to Indeed, they could command a wage of nearly $20 per hour. When outsourced printing, the costs and logistics are managed by the print provider. Since they service multiple clients, the cost of staff is essentially spread out, which helps keep printing costs low.
The ultimate question to ask is whether or not a business wants to take on this kind of responsibility associated with in-house print production. High-volume printers with unique needs may feel the cost is justified, while lower volume businesses may not be willing to take on that kind of expense.
Who Has the Control of Timelines?
Bringing control of printing in-house versus using outsourced print providers can have numerous benefits and downsides. One important consideration is timelines. In-house print production means that the business is absolutely in control of the turnaround time needed for a project. This is one of the main advantages of in-house production compared to outsourcing. There are no other clients being serviced and, as a result, the job can be completed on schedule.
Of course, the risks of timelines and schedules can be mitigated by placing orders with outsourced print providers well in advance. What a business must ask is how valuable complete control and rapid turnaround is to them. Most outsourced providers deliver quality work quickly, but nothing can beat the scheduling benefits of printing services being brought in-house.
Outsourced and In-House Production Printing Equipment: Two Great Options
There is no right or wrong way to do printing. There are many advantages of in-house production while the cost of outsourcing printing simply cannot be beaten for businesses that do a lower volume of printing.
To learn more about the benefits of printing services and production printing equipment, and whether or not printing should be brought in-house or left to an outsourced print provider, contact RJ Young today.
The multi-function printer is designed to do it all: printing, scanning, and copying in color or grayscale. However, with the immense selection of printers available, how does an organization decide which is best? The answer depends on an organization’s printing needs and habits. Outlined below are the pros and cons of an inkjet or laser multi-function printer for business use.
Inkjet vs. Laser: What Is the Difference?
Inkjet and laser printing are two different types of printing technologies. Understanding this explains why they produce different printing results.
Inkjet printers print tiny dots of different color inks which are combined on paper, creating a wide range of colors. When printing photograph-quality images on regular paper from an inkjet printer, the print may still feel wet for several minutes since there is no heat, or an alternative method, to set the ink.
Conversely, laser printers use the same basic technology as photocopiers. A laser scans back and forth over a photoconductive drum, creating regions of static. The regions of static allow particles of toner to stick to it. When paper rolls under the drum, toner transfers to it. The fuser then binds the toner to the paper with heat, producing a dry printed product.
When an Inkjet Multi-Function Printer Is Best
Modern inkjets offer stunning color quality and flexible paper options. However, these capabilities far surpass what most businesses need. Choose an inkjet only when both needs exist:
1. Photo-Quality Color Printing
Companies that routinely print gallery or photo-quality color images may be served best by an inkjet printer. They easily print vibrant images with depth and clarity.
While recent advances in technology have led to the color inkjet multi-function printer becoming more efficient than their predecessors, inkjet printing still costs more than laser printing. Inkjet printers are not recommended as the sole printer for offices that also print business documents on a regular basis.
2. Printing on Multiple Types of Paper
Inkjet multi-function printers handle a wider range of paper types than many laser printers. Media stock is not made to withstand the heat from the fuser in a laser printer. It could melt, damaging the hardware along with the printed items. Similarly, paper stocks of certain textures may not allow enough heat in the grooves to properly bond the toner polymers.
Users should always look for products labeled as compatible for laser printers, whereas the result is more consistent with inkjet printers, no matter the paper type or stock.
When a Laser Multi-Function Printer Is Best
Laser printers remain an office staple, offering speed and efficiency to businesses that print or copy documents frequently, or in large amounts. Companies will find that laser multi-function printers and copiers are the most economical solution in their operations.
1. Crisp Printing
Businesses that primarily print office documents rely on laser printers for their ability to quickly produce clean, precise lines for fine text and form style printing. This precision stems from the use of toner. Composed of electrically sensitive polymers that immediately fuse to paper in the presence of heat, toner is a far more conservative material than ink from inkjet cartridges and lasts much longer.
For office settings, laser printers offer serious advantages in comparison to inkjet printers, where ink dots may bleed and spread in paper fibers, or where the ink does not dry fast enough, resulting in the inability to print batches of paper at one time.
2. Rapid and Double-Sided Printing
Most modern laser printers come standard with automatic document feeders with duplex printing. Here, toner is fused in one layer and dried immediately, delivering the ability to print on both sides without impacting clarity. Duplex printing gives offices the opportunity to dramatically reduce the amount of paper they use, purchase, and process. This is still not a standard feature on inkjets. Double-sided printing can be done manually by reloading prints into the paper tray of an inkjet printer; however, print quality often plummets because the ink penetrates and bleeds through to the other side.
Despite their complicated process, laser printers print much faster than inkjets. While inkjets may put several layers of ink down, laser printers only place one layer. Laser printers are also made to withstand heavier office use and built with stronger engines to produce higher output in less time.
Laser Multi-Function Printers Improve Business Productivity
Today’s multi-function printer offers a range of features and sophistication, including automatic document feeders, color touchscreens, and Bluetooth connections to mobile devices. Modern multi-function printers strive to simplify the modern office with its efficiency and ability to meet every need.
Laser multi-function printers offer the widest range of applications while remaining the most cost-effective. Models such as the HP Color Laserjet Pro multi-function printer, produce professional quality printing.
If photographic-quality color printing on a non-traditional stock is not a requirement, a laser printer more effectively balances long-term costs with print quality.
Choose RJ Young for Your Multi-Funcation Printer
Buying or leasing the right laser multi-function printer can significantly impact a business’s productivity. Start a conversation today with an office technology expert to determine the best choice for you.
The multifunction printer is the lifeblood of many businesses. These versatile devices offer more than just basic printing functions. They can be used to help businesses become more efficient and productive. Of course, all of that depends on finding the best all-in-one printer for small business. Do you know how to choose a printer for small business?
The right device for the right situation can make all of the difference. However, finding the right device can prove to be a challenge for businesses that are unsure of what to look for. Do you know how to choose a printer for small business? With so many new features and sleek design elements packed into modern multifunction printers – how can you be sure you’re choosing the right one?
4 Steps to Choosing the Best Multifunction Printer for Business
Fortunately, making the right decision about how to choose a printer for your small business comes down to understanding the most important features to look for and defining an office’s unique needs. All of this can be done in just four simple steps.
1. Make A Budget
Budgets are important for all companies, from the smallest businesses to the largest corporations. So, it follows that the best printer for office use must also fit within the budget. Thankfully, multifunction printers span a wide range of prices. However, companies have to look beyond just the initial cost of the device to get a true sense of the cost of the printer. This means companies must decide if they want to purchase their printers outright or to lease. The purchase vs lease debate is an ongoing one with benefits to both options. A business with a limited upfront budget may be able to get the high-quality device they need by leasing, while a business with more cash on hand may opt to pay for the entire purchase price upfront. Companies must also understand the costs that will be incurred down the road.
- What kind of warranty is included?
- How much does it cost to operate the printer?
- How much will print supplies cost?
Only after a business answers these questions will they completely understand the total cost of a multifunction printer.
2. Identify Important Features
When choosing an all-in-one laser printer, buyers will notice that these devices come with a suite of incredible features. Some features may be an absolute requirement for business while others may not be as important. Identifying necessary features is the best way to quickly narrow down the selection. This will also help avoid costly printers that may include superfluous features not required by the business.
While many printer brands may offer similar features, they often have their own methods of introducing these features. Is the feature built into the printer or does it require additional software to be installed on laptops, smartphones, and tablets? Will this software be compatible with existing devices? Does the software cost extra?
3. Look for Productivity and Workflow Improvements
According to BizTech Magazine, one of the greatest opportunities when choosing a new office printer is to implement workflow and productivity improvements using the features and software offered by the multifunction printer’s manufacturer. Today, the qualities of a good printer go far beyond simply printing clear text or images onto a page. Users want to be able to save files directly to the cloud from their printer, access those documents on their mobile device, and print documents even when they are away from the office.
Many modern printers also come with touchscreens built in which allow users to preview images before printing or scanning to ensure the work is up to the quality that they expect. Some devices are even able to translate foreign languages after scanning. Determine which workflow improvements are needed and then begin searching for devices that are able to deliver those improvements without breaking the budget.
4. Efficiency Is Important
People are more aware of their environmental footprint than ever before. Not only is sustainable printing helpful for the environment, it can also look good on a company’s bottom line. Many printers offer sustainability and efficiency features that can help reduce waste and cut down on costs. This is definitely something businesses should mention to sales representatives when the shopping process begins if their business is striving to meet new efficiency goals.
We Know How to Choose A Printer For Small Business
There is no one perfect printer out there. Instead, the best printer for office use depends on the company and its unique requirements.
RJ Young announced today they had completed the acquisition of Digitec, a privately-owned office equipment dealer, specializing in multi-functional printers, headquartered in Jackson, Mississippi. Digitec is a family owned and operated business that has been operating for over 30 years. Primarily a Canon and Ricoh dealer, they serve customers throughout the entire state of Mississippi.
“We are excited to expand our presence in Jackson, MS and further our mission of providing excellence in printing technologies.” President and CEO of RJ Young, Chip Crunk said. “Digitec is an excellent business and has an impressive network of customers. Customers will benefit from the expertise and service for which we are known.”
Employees from Digitec will remain in place to continue their support and service for customer accounts. These employees will join more than 600 RJ Young employees to ensure the continued high expectations of standards in sales and service in Jackson, MS location are met.
About RJ Young
RJ Young is one of the largest independent office equipment dealers in the country, specializing in document management solutions, managed print services, mobile office solutions, fulfillment services, and office imaging. Headquartered in Nashville, Tennessee, RJ Young has been helping small to enterprise level businesses since 1955 and has over 600 employees in over 28 sales and service locations across eight states. Under the corporate tagline “Your productivity is our mission,” RJ Young helps modern professionals become more successful in their businesses with solutions to securely manage paper and digital information and empowers businesses with leading printing technologies. To learn more about RJ Young, visit https://www.rjyoung.com.
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.
RJ Young is excited to now offer this cutting-edge HP Wide Format Printer – the HP PageWide XL printer series. These HP Wide Format Printers possess top of the line printing capabilities, where you can expect to produce professional, high-quality prints every time. In fact, with this innovative device, a business is able to produce anything you could possibly want to print. This isn’t your typical color inkjet printer — from start to finish, you will be able to create customizable large prints at high speeds, at an even higher quality. Print from your PC or make copies with easily integrated HP scanners. Regardless of what industry you are in, the PageWide XL has something to offer you.
Award Winning Product Line
Take all of your project ideas to the next level with this award-winning line of HP Wide Format Printers. In 2017, the HP PageWide XL was awarded the “Wide-Format & Signage Readers’ Choice Top Product” award. The HP PageWide XL line has also received global recognition as a leader in wide format printing for its multifunctional capabilities. The HP PageWide XL was awarded the iF Gold Award and recognized as the “Best of the Best” for international product design in 2016.
The Possibilities Are Endless
With the PageWide XL, there is nothing standing in your way from rapidly producing high-quality prints. Grow by printing GIS maps and point-of-sale (POS) posters at breakthrough print speeds. Certainly, your business will spring ahead of the competition with the numerous functions the PageWide XL has to offer. Including:
- Immediate outputs in monochrome or color – all in one printer
- The fastest large-format monochrome and color printing
- Ability to print technical documents up to 40 inches wide
- Get crisp lines and fine details in smooth grayscale or color
- Save up to 50% off total production costs
Choose RJ Young for Your Wide Format Needs
RJ Young offers a wide variety of wide format equipement to meet your specific needs.
According to recent reports, full-time employees in the U.S work an average of 47 hours per week. With a seemingly endless number of tasks to complete, workers are always in search of ways to lighten that load. One way millions of people attempt to minimize their workload is by outsourcing their printing projects. While this may be beneficial for some companies, it may not be the best option for yours. If you find yourself picking up projects from a print shop often, it could be time to look into alternative methods of producing your print-based materials. A great alternative to print shops is owning color printing production equipment. This equipment can handle all of your print-related needs, regardless of size and complexity. With in-house printing capabilities, several companies are able to save time and money, while enjoying an increase in efficiency. Could your company benefit from production equipment?
What Types of Companies Benefit The Most from Color Printing Production Equipment?
While production equipment can be a great solution for all of your printing needs, some companies benefit more than others.
Companies with Recurring, High Volume Print Jobs
Outsourcing print jobs can be useful for companies who rarely need large quantities of print materials made. However, for companies and organizations with high monthly volumes of printing to produce, production equipment provides increased efficiency and reduces time and costs.
College campuses, for example, produce new orientation packets for all incoming transfer students and freshmen. Each orientation packet can contain up to 100 pages and may require a specific type of binding. Additionally, most churches produce weekly pamphlets for their congregation to update them on information regarding upcoming events and the status of their current budget. Organizations like these can eliminate time-consuming trips to the printers and cut out service fees with production equipment.
Companies That Are Growing And Changing
Every company wants to be successful and expand, but it is difficult to accomplish these goals when resources are wasted. A recent study found that 50% of print materials are tossed when ordered in bulk. Information becoming outdated or inaccurate is a major reason for this waste. Fast-growing companies have to hire new employees regularly, and with each hire comes lots of printing. Whether it be, training manuals or policy handbooks, the number of resources required for onboarding new employees can be costly.
In an attempt to cut some of those costs, employers often try to order large quantities of booklets to reduce the cost per book. While this works some of the time, most of the documents end up going to waste because the information in them becomes inaccurate. Instead of having a print shop make new booklets every time a change in location or management happens, production equipment lets a company print new booklets as new hires come along. This helps make sure that information is correct and no print materials go to waste.
Other Benefits of Owning Production Equipment
There are several perks of having production equipment in-house. Regardless of what kind of print job is required, there are numerous advantages to using production equipment.
In today’s environment, it’s no surprise work is being done outside of the traditional 9-5 model. Whether you are working late to prepare materials for a conference or simply getting materials ready for a client presentation, production equipment lets you print anytime – even on weekends. Traditional print shops put you at the bottom of the list when you submit an order, but with your own equipment, you are always the top priority.
Quick turnarounds usually come with a sizable fee. In-house equipment removes that fee and features high-speed scanning and printing. Most equipment can produce up to 90 pages per minute. This means that you can print and mail materials on the same day at a fraction of the cost. With such high printing speeds, you no longer have to dedicate a space to keep print materials on hand.
Make Sure Your End Product Is Exactly What You Want
Your vision is guaranteed to become a reality when you are in control of the printing. You can make sure that your colors, whether it’s black and white or color production, are completely accurate before printing. Image quality is exactly what you want with the vivid digital color capabilities of color printing production equipment. This equipment also allows you to customize the binding and finishing options for your materials.
When mistakes are made in print shops, they often fix the problem for free, but you incur a different type of cost – time. This becomes an even bigger issue when you are picking up the materials the same day they need to be used. Fortunately, you are able to print a test document before mass producing materials when you have your own equipment. These test runs make sure that your final product is perfect and immediately ready for use.
Your Company, Your Options
At RJ Young, we know that our production equipment is not the right option for every business. Regardless of what kind of product you choose, we want to help you work smarter, not harder. That is why we also offer our customers print and promotional services at affordable prices. But, if products like color printing production equipment could benefit your company, check out our product catalog to explore the variety of equipment available to you.
To learn more about whether production equipment is right for your business, contact us and one of our specialists will provide you with more information, or call us at 800-347-1955