One of the workplace’s biggest frustrations is an ineffective printer that either can’t keep up with copying requirements and constantly jams or is always needing maintenance performed. To make for a more effective work environment, it’s worth doing your research before buying a business printer.
9 Points for Buying a Business Printer
1. Outline the Copying Needs
You cannot know what machine is right for your workplace if you don’t know what your basic copying needs are. The first step is to make a list of tasks that the printer will be required to perform. These could include copying, scanning, faxing, printing, folding, stapling, binding and saddle stitching. Decide which of these features are ‘must-have’ and which ones are merely ‘most wanted’.
2. Black and White vs Colour
If you’re in the creative field, then it’s more likely you will need a full-colour printer that can scan and email full-colour documents. However, if most of the documents printed will be in greyscale then it’s worth looking at a black and white printer – these are often a lot faster because they don’t need to store as much information as colour printers.
3. Printing Speeds
The page-per-minute print speed is a big consideration when choosing an office printer. You will know that your current device is not fast enough if there are major back-ups during peak office hours. Low-speed colour printers offer prints at about 6 – 20 pages per, this is 10 – 12 for greyscale devices. High-speed colour pritners print 50 – 80 pages per minute with greyscale at 80 – 100.
4. Memory and Storage Options
The Random Access Memory (RAM) of the modern multifuncation printer will determine the effectiveness of the machine. For a quicker response time, a machine with 1 – 8GB (gigabytes) of RAM is required and 500 – 1000GB of storage capacity. This will ensure the effective processing of multiple computations to copy complex documents.
5. Size Considerations
You need to know exactly where the printer will be placed in the office before making any big purchases. If it will be placed on a table top then it should weight between 15 and 35kgs, measuring 91cm wide, 91cm deep and up to 70cm high. For those being placed on the floor, they can be substantially larger – up to 180kgs, measuring 120cm long, 90cllm deep and up to 120cm high.
6. Inkjet vs Laser Printers
Inkjet printers use cartridges so they might be more cost-effective to maintain, the replacement cartridge costs could be high. Laser printers are more expensive but can print documents faster with minimal quality loss. Both printer types can print in high resolution – 600 to 2 400dpi (dots per inch). Typically large business multifunction printers will have laser technology.
7. Toner and Ink
Try to ascertain exactly how much toner or ink you will need and the costs involved. Replacement costs can be high so it’s worth enquiring about using third-party ink refills to save on costs. If you decide to have a printer rental agreement then a certain amount of toner will be included in the contract.
8. Scanning Requirements
While almost all office copiers now have in-built scanners, they do have differing technologies and functions. Features such as automatic document feeder and duplex scanning are worth checking as these will dramatically effect workflow.
9. Maintenance and Service Agreements
The long-term performance of any machine will be determined by the overall maintenance required which means service agreements must be analysed. This will include covering items such as rollers, cleaning blades and other parts that make a machine fully functional.
There are many printers makes and models available suited to a host of industry types, but it’s important to know your requirements before making any purchase. Product reviews and professional guidance will empower you with the knowledge to make the best purchase for your copying needs.