There are many reasons why businesses haven’t gone 100% paperless. For one thing, backfile conversion just isn’t worth the time and effort. Imagine having to scan, tag, and organize all those files from about a decade ago.

And then there’s the questionable security of digital. No matter how diligent you are with backing up files, there’s always the risk of hacking.

Plus, there’s the cost. Sooner or later, your free cloud storage isn’t going to cut it and you’ll need to pay monthly subscription fees.

Fact is, we still need paper. Which also means you need to choose a printer that meets all of your business needs.

Consider Your Budget

Of course, budget is the first consideration. You don’t want to spend more than you can afford. But you also don’t want to go for the cheapest printer you can find.

If you really want to save money, you shouldn’t just look at your initial costs. Think about how much you’ll have to pay if you have to replace your printer’s ink or toner. Now, if your printing needs are such that you can go a long time before needing ink/toner replacement, then a budget printer model may not be such a bad idea.

Think About Your Printing Requirements

How you choose a printer will depend on what you usually print. If the bulk of your printouts are letters, spreadsheets, and documents with few graphics, a monochrome laser or LED printer is a good option.

But if you need superior photo quality, an office-ready inkjet printer is worth considering. Aside from paper, some inkjet models can print on other media including canvas, CDs, DVDs, iron-on transfers, and so on.

For something in-between – faster than an inkjet but greener than laser or LED, solid-ink printers are worth looking into. Just know that Xerox is the only supplier and ink block refills are not exactly cheap.

Check the Specs

If you’re not the only one who will be using the printer, you’ll need to consider networkability – either ethernet or wireless. You’ll also need to look at your paper usage. You don’t want to be refilling the paper tray more than you have to on a daily basis.

Another thing to check is the printer’s paper-handling capabilities. If your business grows, can your printer handle the increased demand or will you need to upgrade to a model with higher capabilities?

Your office might be better off with a multifunction device, which doesn’t just print but is also capable of copying, scanning, and faxing.

Ready to Choose a Printer?

Finding the right printer for your office doesn’t have to be a long drawn out process. If you follow our guide, you should be able to find a suitable printer that fits your budget and can handle all your printing requirements.

If you need more help choosing a printer or other office equipment, you could benefit from our office assessment service. Here, we’ll look at your areas of opportunity and help you find solutions based on your print environment.

For more information, don’t hesitate to contact us.