Choosing the right office printer is crucial for maintaining efficiency and productivity in your workplace. 

With a plethora of options available, it’s essential to understand which best suits your organisational needs. This guide will help you navigate the key considerations to make an informed decision.

Assess Your Printing Needs

Before selecting what devices are right for your organisation, think about what you need it for:

• Print Volume: Estimate the number of pages your organisation prints monthly.
• Choosing your devices: If your printers are mainly for documents, a black-and-white model may be enough. If you print presentations, photos, or marketing materials, a colour option is needed. 
• Do you require booklets, stapling or folding of documents: these peripherals can be added onto your devices if needed
• Multifunctional Features: Devices also work as scanners, copiers, and fax machines. These can help save space and reduce costs.

Key Features to Consider

• Printing Speed: This is measured in pages per minute (ppm). Faster speeds are useful in a busy environment.
• Print Quality: This is measured in dots per inch (DPI). Higher DPI means better print quality, which is important for photo printing and detailed graphics.
• Wireless Connection: Most devices offer Wi-Fi and Bluetooth so you can print from laptops, mobiles and tablets easily.
• Paper Capacity: A bigger paper tray means you don’t have to refill it as often – again useful for high volume
• Duty Cycle: This is the number of pages a printer can handle each month without problems. Make sure the one you pick can manage your needs.
• Data Security: As devices are mostly linked to networks, it’s critical to make sure your device is secure and locked down to security breaches. 

Cost Considerations

Beyond the initial cost, think about long-term expenses:

• Toner Costs: Some manufacturers and models are more cost effective and we can even offer tiered billing so you only get charged for the toner you actually use, not the cost of a print. 
• Energy-Efficient Models: Printers with energy-saving features can help lower electricity bills.
• Maintenance and Support: A printer with a good warranty and customer support can help you avoid expensive repairs in the future.

Matching Printers to Organisation Size

The size of your organisation effects what kind of printer you need:

Small Organisations

• A compact printer might be enough.
• Wireless printers offer easy setup and flexibility.
• Look for models that can scan, copy, and print to save space and money.

Medium to Large Organisations

• A faster, high-resolution printer may be necessary for a large team.
• Office photocopiers with scanning to email and fax options can improve efficiency.
• Managed print services can help control printing costs and usage.

Emerging Trends in Business Printing

New technology is improving office printers in several ways:

• Cloud Printing: Allows printing from anywhere using an internet connection.
• Mobile Printing: Lets you print directly from your phone or tablet.
• Eco-Friendly Printing: More printers offer features like double-sided printing to reduce paper waste.
• AI and Automation: Some newer printers can predict when they need maintenance, helping avoid breakdowns.

Choosing a Cost-Effective Office Printer

To make sure you’re getting the best deal:

• Calculate the Overall Cost: Look beyond the price tag. Think about toner costs, maintenance, and energy use.
• Find a Printer with High-Yield Cartridges: These last longer and lower printing costs.

Common Office Printing Problems & Fixes

Even with the best printers, problems can still arise:

1. Paper Jams

• Use high-quality paper to avoid jams.
• Load the paper correctly to prevent misfeeds.
• Keep the printer clean and free of dust.

2. Slow Printing Speeds

• Reduce print quality settings when printing drafts.
• Get a printer with a higher ppm rating if you print a lot.
• Use a wired connection if Wi-Fi printing is slow.

3. Expensive Printing Costs

• Use double-sided printing to cut paper use.
• Set the printer to black-and-white mode when colour print isn’t needed.
• Always use original parts and toner otherwise your devices will become unreliable and negate warranties 

Why Consider Managed Print Service (MPS)?

Managed Print Services (MPS) help organisations take control of their printing by:

• Saving Money: Reduces unnecessary printing and cuts costs.
• Improving Efficiency: Automatically refills toner supplies when needed.
• Better Security: Protects confidential business documents.
• Reducing Waste: Helps make printing more environmentally friendly.
• Less Downtime: Regular maintenance keeps printers running smoothly.

For a complete office printing solution, explore our Managed Print Services. At Vitale Digital, we help organisations find the best printing solutions. Contact us today!