How to Find the Right Printer to Power Your Productivity

When it’s time for a new printer, it can be hard to know how to find the right printer for your team’s needs. Here are the 4 steps we use to help our customers find the right model.

how to find the right printerIf you have decided that your office or workgroup would benefit from having a new printer, but aren’t sure how to find the right printer for your needs, here is the process we use to help our customers narrow the choices down and find the right model for their needs.

There are so many printer models available on the market, it can be difficult to narrow down your choices. We can help you simplify the process. In a nutshell, the key is to identify your can’t-live-without printer features, match those to your requirements, and narrow down the printer choices from there.

Our team goes through these steps in more detail when our customers ask us how to find the right printer:

  1. Analyzing Volume – It’s important to know how many pages your team prints per month. Matching the new printer’s capabilities with your workgroup’s output saves you from both having an under-powered printer trying to do too much and from spending more than necessary on too much printer for your situation. both of those situations will cause you to spend more money than is necessary over the life of the printer.
  2. Does the group need color? – Sure, everybody wants color – but does everybody need color? Probably not. Color printers are becoming a must-have option for offices these days, but in many offices, color is only an occasional requirement. If this is the case, you may be better off with a monochrome “workhorse” printer for your team to use every day, and a smaller color laser (or even inkjet) around for the occasional color print run.
  3. Single or Multifunction– A multifunction printer may be able to replace several other machines in the office – the copier, scanner, and/or fax machines. This is often the desired outcome for our customers, but replacing those machines is not always what’s needed. Sometimes a stand-alone, monochrome printer is all that is required to get the job done. It sounds simple, but remember, your goal is to buy exactly as much printer as you need.
  4. Total Cost of Ownership – The total cost of ownership, or TCO, is more than just the cost of the printer. You also need to account for all the supplies, maintenance, and other components that may need to be replaced over the life of the printer.

    This is where picking the right printer for the job will optimize your expense over time. Too small a printer — which can be an attractive option because it requires less money upfront — will increase your TCO because you will be replacing the toner cartridge much more often than you would be with a right-sized printer. (And possibly buying more drums and other components that wear out normally with use).

    If you buy too much printer for your needs, you are spending more money than is necessary upfront, as well as tying money up in more expensive supplies. Outcomes you want to avoid if at all possible.

Hopefully these tips help you make the right choice next time you need a new printer or multi-function machine. If not, we are always more than happy to assist you with the selection process.

If you are trying to determine how to find the right printer for your office, or have any other printing-related questions, the team here at Office Essentials can help you sort through these kinds of printer choices. We do this every day and would be happy to do the same for you.