The humble office printer might not be the most exciting purchase you’ll make this year, but choosing the right one—whether it’s a multifunction printer (MFP) or a standalone printer—can have a significant impact on your daily work life and bottom line. Today’s business printing solutions go far beyond simple printing, often including copying, scanning, faxing, and advanced workflow features. Whether you’re replacing an aging workhorse or equipping a new office, this guide will help you navigate the surprisingly complex world of business printing solutions.
From assessing your business needs to understanding cost factors and choosing a vendor, we’ll help you make a sound decision that will benefit your business for years to come. 
1. Assessing Your Business Needs
Before you start browsing for a printer, take a step back and evaluate your needs. Not all devices offer the same features or capabilities and investing in the wrong one can lead to unnecessary costs and frustration.
Print Volume & Usage Patterns
First, determine how much printing your office does on a daily, weekly, and monthly basis. Most printers have a recommended monthly print volume. If you exceed that number, the device will wear out faster and require more frequent maintenance.
Ask yourself:
- How many pages do you print per month?
- Do you need high-volume printing, or will a small business-friendly model suffice?
- Will you be printing mostly in black and white, or do you require color printing for presentations and marketing materials?
Multifunction Needs
Many businesses today opt for multifunction printers (MFPs) that combine printing, copying, scanning, and faxing into a single device. If your business frequently digitizes documents or requires cloud connectivity, an MFP could be the best choice for you.
Think about:
- Do you need scanning and fax capabilities?
- Would cloud integration improve your workflow?
- Does your team benefit from features like automatic double-sided printing?
Departmental Needs
Are you looking for a single centralized printer, or do different departments need their own devices? A shared high-capacity printer in a central location can be cost-effective, but if employees frequently need quick access to printed materials, having multiple smaller units may be the better solution.
Workflow Integration
Your printer should fit seamlessly into your existing infrastructure. Look for a printer that integrates with your document management system, cloud storage solutions, and software your team already uses.
2. Key Features to Look for in a Printer
Once you’ve identified your needs, it’s time to narrow down which features matter most.
Print Speed & Volume Capacity
The speed of a printer is measured in pages per minute (PPM). For SMBs, a model with 25-50 PPM is usually sufficient. High-volume offices, however, might need something faster.
Additionally, check the duty cycle, which indicates the maximum number of pages a printer can handle per month without excessive wear and tear.
Print Quality & Resolution
Print quality is measured in dots per inch (DPI). If your business prints standard documents, a 600 DPI printer is adequate. However, if you print high-quality graphics or marketing materials, you’ll want 1200 DPI or higher for professional-grade results.
Connectivity & Mobile Printing
Modern workplaces need more than just a traditional wired connection. Wi-Fi, Bluetooth, and NFC (Near Field Communication) make it easy for employees to print from their devices. Cloud printing capabilities allow remote printing for hybrid or mobile teams.
Security Features
Printers can be security vulnerabilities if not properly managed. Features to look for include:
- User authentication (PIN codes, access cards, or biometric logins).
- Encryption for data in transit to prevent cyber threats.
- Automatic hard drive wiping to remove sensitive data after use.
Automation & Smart Features
Some printers now include AI-powered error detection and automated supply replenishment (ordering toner before you run out). These small conveniences save time and reduce downtime.
4. Cost Considerations & Budgeting
A printer is a long-term investment. Understanding the true cost involves more than just the purchase price.
Initial Costs vs. Long-Term Costs
- Buying: Ideal for businesses that want full ownership and lower long-term costs.
- Leasing: Lower upfront costs and access to newer technology, but higher total costs over time.
Total Cost of Ownership (TCO)
The purchase price is just one part of the cost equation. Consider:
- Toner replacement costs.
- Maintenance and repair fees.
- Energy efficiency (look for ENERGY STAR-certified models to save on power bills).
Managed Print Services (MPS)
MPS providers help SMBs monitor and control print costs, automate supply ordering, and provide maintenance support, often leading to reduced waste and downtime.
Hidden Costs to Watch Out For
- Overuse fees (some lease agreements charge extra if you exceed monthly print limits).
- Non-standard paper handling (e.g., legal-size paper might require an extra tray).
- Software licensing (if advanced features require an additional subscription).
4. Choosing the Right Vendor or Provider
Once you’ve narrowed down your options, it’s time to select a vendor.
Evaluating Reliability & Reputation
Check online reviews, ask for customer testimonials, and see if the vendor has experience serving businesses like yours.
Service & Support Options
Look for:
- Same-day service options for breakdowns.
- Remote troubleshooting and software updates.
- Availability of replacement parts (some vendors discontinue support for older models).
Customization & Scalability
Your business will grow—can your printer keep up? Choose a model and vendor that offer modular upgrades and additional software integration as needed.
Trial Periods & Demos
Before committing, ask for a demo or short-term trial to test print quality, ease of use, and efficiency.
5. Making the Final Decision
Now that you’ve done your research, it’s time to finalize your choice.
- Compare options and get quotes from multiple vendors.
- Negotiate the best deal (ask about bundle discounts, trade-in offers, or extended warranties).
- Train employees on best practices to maximize efficiency.
- Monitor print usage and adjust settings to optimize costs and security.
Making the Right Choice
The right office copier is out there for your business, but finding it requires careful consideration of your needs, budget, and growth plans. Take your time with the decision and remember, the goal isn’t to buy the best printer on the market, but the best printer for your specific situation.
By focusing on your needs and choosing features that align with your goals, you can make a choice that will serve your business well for years to come. The perfect printer is the one that quietly and reliably does its job, letting you focus on running your business rather than managing your printing.
Need help deciding? Reach out to a trusted provider who can walk you through your options and ensure you get the best fit for your business.
Gordy Link is a leader in the office technology industry as the President and CEO of WCC Business Solutions. He is known for his commitment to customer-centricity and leveraging innovative training and development initiatives to deliver high-quality technology solutions. Outside of the office, Gordy enjoys spending time with wife and daughter, and indulging in his passion for the outdoors.
