Top things to consider before buying a printer for your business

Posted by Adrian Rigby on October 29, 2021

Whether you are looking for a printer for a small or large office, there are a lot of things to take into account to ensure you are choosing the best printer for your business’ needs. There is no point investing in equipment that doesn’t do what you require it to do. Otherwise, you will be buying a replacement in no time which is a waste of your time and money. Here we discuss top things to consider before buying a printer for your business.

Budget

An obvious one to start with is an obvious one. Whilst you should not solely base your decision on price, you do need to keep your budget in mind when you are selecting your printer. Once you have a budget set, check to ensure this budget is realistic for your needs. By researching ahead of time, you will get an idea of what your needs are and how much these printers will cost. If your budget does not stretch to this, you will either have to increase it or reduce the requirements and sacrifice some of the features.

Some office printers can be expensive and you will need to be prepared for this if you want to benefit from what a high-quality printer can offer. Think about what printing tasks you do as a company. Are they just printing jobs or do you need the ability to fax or scan?

Running Costs

It is not just the cost of the machine to begin with that you will need to consider. After the initial purchase, you will have to think about how much you are able to spend to ensure the device’s upkeep. Paper and cartridges will have to be bought on a regular basis so ensure you know the cost of the cartridge the printer uses and how much these ink or toner cartridges cost to replace.
Before purchasing your printer, ensure you do your research on ink and toner cartridges in advance. Whilst some can be pricey, there are often cartridges that produce a higher yield, meaning whilst they cost more to purchase, they will last your business a lot longer and work out cheaper in the long run. By doing this research in advance and calculating the cost per page, you will be prepared and will not face any nasty surprises when the ink runs out and it's time to replace.

Available Space

You may want a business printer that does it all. Prints, scans, copies and faxes. But these machines are inevitably larger and do you actually have the space for them? Before you purchase a printer, ensure you look at the dimensions in advance to avoid an expensive error. The size information is readily available and will ensure you get a printer that fits the space you have.

Functionality

We have mentioned this briefly already, however you should have a list of functions that you want your printer to have before you purchase. Do you need a device that only prints, or do you need a multifunctional device that will also be able to copy and scan? Do you need to print in colour? If you don’t then there are some amazing laser printers available that print in great quality but can help keep costs lower. Do you produce a lot of marketing material or presentations? Then an A3 capability laser or inkjet printer that can produce high-quality colour images in a poster size is what you need to look for.

Do you need the ability to print from anywhere in the office? Then you will need to ensure the printer has wifi printing capabilities. All of these questions need to be asked before you make the final decision. You don’t want to rush into buying a printer, just to realise when it's delivered that it doesn’t meet your needs.

The environmental impact

Businesses can end up printing huge amounts over a period of time, so you should be cautious of the effect this will have on the environment in the long term. Whilst some printing is unavoidable there are ways you can be environmentally friendly and help reach any sustainability targets your company may have in place. Some printer manufacturers have started to introduce their own sustainability initiatives, such as Epson. They have designed products that comply with an ecologically sustainable lifecycle, meaning your company can still be environmentally conscious when you print.

Buy or lease?

As business printers can be costly, some companies opt to lease their printer rather than buy them outright. It may be more convenient for your business to make monthly payments for the printer instead. Other businesses may want to purchase the printer straight away which can make more economical sense in the long term. The choice to buy outright is of course up to individual preferences. But convenience does come at a price. Lease printing will involve you being tied into a fixed leased period with potential future interest payments which you need to be aware of.

One benefit of leasing your printer is that you can often get upgraded equipment at the end of the leasing period which means you always have up-to-date equipment. Both options are great and completely depend on the individual company’s financial position as well as their personal preference.

New or used?

Another decision a business will have to make is whether to purchase a new or used printer. Used printers come with the added benefit of being good value. You can sometimes get a relatively new machine at a used price which is ideal however this is not always guaranteed. A new machine can often provide you with peace of mind that you will not have to worry about something going wrong or having to change any parts. When a new machine you will often get a warranty of one or two years attached with it, meaning that your printer is sorted even if any issues do occur.

Printing Speed

If your business prints high volume, then you need a printer that has the capability to print quickly. You don’t want to waste precious business time standing by a printer waiting for it to print at a snail’s pace. Therefore, ensure you research the printing speed of the models you like. The speed of a printer is measured in pages per minute, so use this measurement and consider how many pages you and your team print on a daily, weekly or monthly basis.
Certain industries such as law offices are often printing out large documents and therefore cannot afford to waste time waiting for them all to print. If you have a printer that is slow, this could hinder the performance of the staff and the efficiency of the business.

Paper Size and Type

One aspect that can easily get overlooked is the paper size and type. Think about what sized paper you usually print. The most common size is A4 and printers that only print up to A4 are often cheaper. However, some businesses will need the capability to print larger. If this is the case, ensure your printer has this option.

Also, consider the type of paper you are using. Whilst a lot of businesses use standard-weight printer paper, you may require heavier stock paper if you are printing a more formal document or pieces of marketing material. If this is the case, you will need to ensure the printer can handle this thicker paper. Using the wrong paper can end up causing damage to the machine and also can cost your business time and money.

Finally, have a look at the paper capacity of the printer. If you are printing a lot in your office, you do not want to be constantly replacing the paper. Therefore, opt for a printer that can hold a sufficient amount at any one time. This small thing can instantly make the office more efficient as it’s a great time saver.

Cyber Security

The risk of cyberattacks is something that all businesses, regardless of size, need to consider and printers need to be taken into account as part of this. You need to find a printer that not only suits your business needs but is also secure. Many modern printers automatically come with certain security features that can help protect your company data. However, this is still something you should discuss with your printer supplier to ensure that you are fully protected from the risk of a data breach.

Support

Whilst you hopefully will not have an issue with your printer, you still need to ensure you have the support available in case you require it. Before you purchase a printer, ensure there is advice on how to set it up and whether there is any technical support available. You never know what issues might crop up in the future and you don't want to end up with your printer being offline and unavailable for long periods of time. Check to see if the supplier has any tutorial videos that you can access. Many manufacturers now do and it is important you know where to find the answers to any questions you have to ensure the smooth running of your machine.

Buying a printer for your business is an important decision and one that you have to consider carefully. Whilst finding the most suitable printer can feel like an overwhelming and time-consuming task, it is worth it. Start with the list of requirements for your business and use this list of key factors to help you get started. By thinking about all the things on this list, you will be in a much better, informed position to make the correct printer purchase.

If you are unsure about which printer is best for your business, then please do not hesitate to get in touch. Pick up the phone and call us at AB Cartridges on 01522 683460. Alternatively, you can email us on admin@abcartridges.co.uk. Whilst we do not sell printers, we have over 20 years of experience and knowledge. Therefore, we can offer free, unbiased advice to help you get the best products for your business needs.