Category: Copiers/Printers

Even in this digital age, there’s still a big need for physical documents. That’s why you’ll see an office printer in almost every office in the world, with the average office worker using 10,000 sheets of paper per year. Clearly, businesses need printers, but picking the right one isn’t always easy. This guide will highlight some of the key challenges of choosing an office printer and how to overcome them.

Choosing a Suitable Office Printer Model

Arguably the biggest challenge of choosing an office printer is deciding on a type and size that is suitable for your business. This was much easier a few decades ago when all printers were simple, bulky devices that performed roughly the same. But nowadays, with state-of-the-art laser printers, multifunctional devices, and more, it’s not so straightforward.

Some business owners, especially those without much technical expertise, may struggle to choose the right printer for their office. They may waste money on a fancy model with lots of features, when a basic black-and-white printer would suffice. Or they might buy an underpowered printer that isn’t quite capable of printing documents with the colors and clarity levels they need.

To combat this, it’s wise to take some time to research printer models. The more you know about printers, the better chance you’ll have of choosing the right one. You can also consult professionals to get expert assistance. They’ll be able to answer questions and advise you on the most suitable model for your workplace.

Maximizing Your Printing Efficiency

Another big challenge of choosing an office printer is finding one that will optimize your day-to-day printing, copying, and scanning. Ideally, you want a model that workers can rely on to print the documents they need on-demand, without any unnecessary delays.

If your chosen office printer isn’t efficient enough, you may have workers all queuing up and wasting time waiting to use it. At the same time, you won’t want to overspend on a model that is much more powerful than you really need, taking up lots of space in the office and eating into your business budget.

To counter this problem, it’s important to think about how much printing you’re actually going to be doing each day. Also consider whether your office staff will need to do much scanning and copying. Then, narrow down your search to find a model that has the right mix of features and specifications.

Minimizing Office Printer Waste

These days, many offices are trying to cut down on waste. This is part of a global effort to minimize mankind’s impact on the planet. It’s good for the environment, and it’s also beneficial from a business standpoint, as less waste means more money and resources saved.

However, finding the right balance between productivity and sustainability isn’t always easy, especially when printers are concerned. Many offices waste huge amounts of ink and paper by using a printer that isn’t quite right for their needs. Similarly, some offices use lots of energy powering multiple high-end printers, when a smaller number would do just fine.

To make your office equipment as sustainable as possible, opt for energy-efficient models. Again, printing pros can advise you on the right hardware to choose. In addition, don’t feel forced to invest in a high-volume printer or multiple devices if that’s not what you need. A simple, low-volume printer may suffice for small startups.

Finding a Scalable Solution

One of the main aims for every business is growth. Over time, if you make the right moves, your business will expand, with more staff and a greater workload. This can also lead to increased printing requirements. And that’s when older, weaker printers can struggle to keep up.

So, as your company grows, you may need to invest in additional printers or sell and replace your old models with new ones. But that can lead to a lot of wasted money, as the old printers are used up and then tossed away or resold at a fraction of their original value.

Instead, if you anticipate that your company may grow larger in the coming months, try to find printers that will continue to be useful, even as your office expands. If you have the choice between a model that is just right for your business, or one that is a little more powerful, the slightly more powerful model may provide more value in the long run, as you’ll be able to use it for longer.

Staying Within Your Budget

Of course, businesses also have strict budgets to work with. This is especially true for small businesses and startups. And even though home printers are affordable, high-volume office printers cost much more.

You’ll need to find a model that matches your budget. In addition, you’ll need to think not just about the initial equipment costs, but also the price of running your printer. This includes prices for ink, paper, maintenance, and power.

To avoid running into financial trouble, it’s important to compare options and work out exactly how much you have to spend on printing each month. You may also want to consider alternatives to buying, like printer rental, which could prove cheaper for your business.

Get Expert Recommendations for Your Next Office Printer

As we can see, there are multiple challenges to consider when choosing an office printer. Not only do you need to find a model that can match your workforce’s needs, but you also have to take budget, sustainability, and more into account. It’s not easy, especially with such a vast and varied array of printer brands, models, and types to choose from.

Take the hassle out of finding the right printer by teaming up with Docutrend. As printing experts, we can provide the advice and assistance you need to get the ideal printing equipment. We can figure out your precise business needs and use our expertise to identify the perfect printer match. So, if you’re looking for a new office printer in New York, Totowa, Pennsauken, Edison, or Ft. Washington, contact Docutrend today.