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How to Choose the Best Printer for Your Small Business Needs

By September 2, 2022September 29th, 2022Printer

Whether you’re looking at a mono-laser or a high-tech multifunction printer, whichever fits your needs, we’ll lay out some important things to consider, helping simplify your choices and get the right fit for your small business office printer purchase.

Things to Consider When Buying an Office Printer: 
  • What is your average office printer output?
  • What is your estimated budget?
  • Printing speed, print quality, paper capacity and pages per minute (ppm) for units in your price range.
  • How much space do you have for your office printer?
  • Will you need to network the printer for multiple users?
  • Do you need wireless?

Let’s break these down in detail to get a better understanding of each one and look at some specifics to get you started.

What Is Your Normal Printing Output?

For small businesses, there can still be a sizable amount of printing that needs to be done and having the perfect office printer for the job can make life a lot easier. Take some time to do a serious calculation of your normal weekly or monthly print needs, so whether you’re researching for yourself or talking with a professional, you will have the figures on hand, so you know your printing requirements.

If your printer usage varies substantially, then just do the math to get an average rate over time, and you will be good to go. Then find a model that has the paper capacity (number of sheets the printer’s paper support will hold), pages per minute (ppm), and paper feed that fit your figures.

How Much Does Your Business Have to Spend? 

This may seem like a no-brainer, but give it some time and make sure you’re not going to be sold something that exceeds your budget and comes with unnecessary features. The range can vary quite a bit with office printers, so depending on the above information, you could be looking at anything from $300 to $1500 and up, so it’s wise to do your homework. Don’t forget to figure the cost of ink or toners when deciding on your brand or model. 

For small businesses, a good multifunction/all-in-one printer that can save you space on separate fax, copy, and scanner machines, is usually a wise investment. MFP models typically range in price from $500 to $1800 and up. They come in inkjet and laser models and a lot of them come in on the lower end of the above price range.

Do You Need a Wireless Office Printer?

Going wireless when it comes to your office printer is really a fantastic move with countless benefits; No messy cables, office connectivity, and maybe the most amazing feature, being able to print from other types of devices — including your phone.

One thing to make sure of, though it’s not that much of a problem these days, is that you have wireless capabilities in the office.  If not, you will have an extra expense involved in purchasing an access point.  Beyond that, wireless office printers come in a range of prices, and you can certainly find one that fits your budget.  

The bottom line here is if you’re printing a lot of pages daily and you’re on a budget, wireless may not be for you. On the flipside, technology is closing those gaps between wired and wireless printers, so do a little research if you think you may go wireless.

What Printer Dimensions Will Your Office Space Allow?

Office space is a common concern for small businesses, and can be a major issue when choosing your office printer. It can also be another area to consider wireless. One centrally located printer that every employee has access to, using less messy cables and the capability to print from virtually anywhere, is a good choice to consider.

Make sure to size up the area where your new printer will be located and check the dimensions provided by the manufacturer to choose the perfect model for your office space. Again, consider the all-in-one models to save space on other devices around the office.

Summing Up the Office Printer Purchasing Process

Choosing the right printer for your small business boils down to taking the time to research your own unique office needs and what amount of money you can spend. Then, match those metrics with the best quality printer you find for a perfect scenario.

If you are unsure on which brands of printers have a reputation for quality, it’s always a good idea to talk with a professional and get some expert guidance.

For all your office solutions and answers to IT questions, contact Plus Inc.