Choosing the right office printer for your business is a challenging task due to the many models and suppliers of photocopiers on the market. We have compiled an in-depth guide to help you choose the right office printer for your workplace!
What Kind of Office Printer is Right For You?
If you are looking for an office printer to meet all your business needs, Market Inspector is here to help. Simply fill in the contact form to receive your free no obligation quote. We will match you with our qualified suppliers who will assist you with all your printing needs.
Printers can be categorized by their:
Defining your needs based on these three categories will make it easier for you to compare and choose the appropriate office printer model and supplier.
The majority of office printers are general purpose. Theses printers are made to:
On the other hand, special-purpose office printers include portable printers, dedicated and near-dedicated photo printers, and label printers.
Keep in mind that a general-purpose printer is meant to handle all kinds of printing, while a dedicated photo printer is meant for one specific job.
Whether the office printer’s intended use is home use or office use will determine its ability to produce text or photos.
Home use printers tend to focus on photos, while office use printers focus on text output. Multifunction printers do a good job for both printing needs, but they generally favour one over the other.
Technology refers to the print head of the office printer.
The two most common types of print heads are:
In the past, the two types of print heads had very distinct strengths and weaknesses, but they have recently become increasingly similar in terms of their capabilities.
One key difference that still remains is that almost all lasers printers (and laser-like models, such as solid ink and LED printers) produce text with better quality than almost any inkjet printer. On the other hand, an inkjet printer will outperform the majority of laser printers when printing photos.
It is important to consider whether high quality text or high quality photo printing is more important to your office, and then choose the appropriate model that will deliver top quality prints for your workplace.
Read More: A3 Printers
Functionality of an Office Printer
Multifunctionality has become somewhat of a standard in the printer market. You can find it in all models across the spectrum.
Some typical multifunctional features of office printers are:
USB and card readers for the scanner and copier functions (turning your printer into an All-in-One machine)
Automatic document feeders to handle large volumes of copies and the ability to create booklets (with duplex printing and finishing options like staples and lamination)
Wireless models that offer access to the internet through Wi-Fi, allowing you to browse and print without the need of a computer
Option to connect a mobile device to the machine and print directly from the device
Wi-Fi printers are very convenient due to their flexibility, even though that affects their speed. On the other hand, a wired printer can run without any extra delay.
Total Cost of an Office Printer
In the past, a significant difference in the cost per page between laser printers and inkjet printers could clearly be seen. Recently however, inkjet printers have reached levels of optimization that allow them to compete with their laser counterparts.
The cost of ownership can be calculated by taking a model’s cost per page and multiplying it by the number of each kind of page you print (monochrome, colour document, photo, etc.) in a year.
The total cost of ownership must be multiplied by the number of years you plan to own the office printer (estimated lifetime) and the initial price of the printer must be added on.
Total cost of ownership = [(cost per page x number of pages printed per year) x lifetime of printer ] + initial price of the machine
Calculating the total cost of ownership allows you to see which office printer will be the most cost-efficient in the long run.
Want a great alternative to buying an office printer? Why not look into photocopier rentals!
Colour vs. Monochrome Printing
A key factor to consider when choosing an office printer is whether you need colour or monochrome printing. Although colour contributes to your documents’ visual impact, you should consider whether or not it is vital to print in colour.
If you primarily print documents for internal use, you may find that the higher cost of a colour printer is not worth the investment. On the other hand, if you are considering printing your own low volume promotional material like leaflets and business cards, buying a colour printer will provide you with great value and cost savings.
Speed and Quality
The speed and quality of your office printer comes down to your workplace printing habits. If only a few pages are typically printed at a time, speed is not an important factor. However, for offices that print long documents in succession, speed might be a critical factor. When speed is an essential element, you should consider a laser printer.
Laser printing is generally faster than inkjet printers when it comes to printing documents. Although high-end inkjet printers have recently become significantly faster with impressive output times, the majority do not live up to their advertised speed specifications and should not be considered when there is a need for speed.
Before investing in an office printer, find samples of printed text, graphics, and photos to compare the quality of output for your desired needs.
Each office printer has a specification called the monthly duty cycle, which is an estimate of the total workload the machine can handle.
Analyse your monthly printing volume to ensure that your desired model can handle your printing needs. However, keep in mind that your printing volume should be nowhere near the maximum monthly duty cycle of the officer printer, but rather at about 10-20% of the capacity. If you are forcing the office printer to work at its maximum capacity on a regular basis, it will not function well into the future.
Want to learn more?
If you would like to get more information about how your business can benefit from an office printer, simply fill in the contact form. We will connect you with our qualified office printer suppliers that will provide you with free and convenient no obligation quotes.