In the quest to discover the perfect printer for your business, you are embarking on a journey that can often seem like a daunting challenge. The importance of this decision cannot be overstated, as a printer serves as the backbone of many daily operations within a business environment. Choosing wisely can propel your organization towards seamless efficiency and substantial cost savings, while a misinformed choice can lead to a series of frustrating setbacks – frequent breakdowns, unexpected and exorbitant intervention costs, and, perhaps most critically, wasted time that could have been dedicated to more productive endeavors.
The truth is that the right printer, carefully selected to meet your specific business needs, has the potential to be a silent yet invaluable asset. It can significantly enhance your workflow, streamline your processes, and ultimately contribute to the bottom line by reducing operational costs. An efficient, reliable, and cost-effective printer is akin to a diligent partner, quietly working behind the scenes to save your business significant sums of money year after year.
But the path to discovering this perfect printer is not always straightforward. It requires a thoughtful and well-informed approach, one that takes into account the unique demands of your business and the technological advancements available in the market. The challenge lies in making the right choice amid a sea of options and a constant influx of new features and innovations.
So, how do you navigate this complex landscape and pinpoint the perfect printer that aligns with your specific needs and objectives? Here, we present a set of carefully crafted strategies to guide you on your quest:
1. Prioritize Functionality
The initial question any business should pose is: “What are our primary printer needs?” Do you engage in high-volume printing, or do you require additional functions beyond basic printing? If the latter applies, you might benefit from a multi-function printer (MFP).
However, the challenge lies in choosing the right MFP model. Start by selecting a device that aligns with your unique requirements. Avoid being swayed by a model brimming with unnecessary features; this can save you money and ensure that the features you do require are of the highest quality.
Before delving into the realm of MFPs, start by evaluating your office’s fundamental needs. For instance, if you demand high-quality color printing, opt for models equipped with professional-grade color matching, high-resolution graphics, and swift output. If your tasks involve heavy copying and scanning, choose a model with an automatic document feeder.
If A3 printing isn’t a necessity, consider an A4 printer, which provides the same functionality at a lower cost. To conserve paper, invest in a printer with duplex printing capabilities and encourage your staff to utilize both sides.
2. Embrace Connectivity
In an era of advancing smartphone capabilities, one of the most convenient features offered by MFPs is mobile printing. If your company deals extensively with documents, you can now conveniently print remotely from smartphones and tablets while maintaining security. Mobile apps can facilitate the direct transfer of documents and images from your mobile device to a network-connected printer.
Much like apps transformed basic phones into smartphones, smart MFPs can be enhanced with customizable applications that streamline workflows, automate processes, and increase productivity. These are particularly valuable for businesses seeking to extract digital information from paper documents and expedite time-consuming tasks.
3. Cost Savings and Efficiency Enhancement
Beware of the allure of purchasing the cheapest printer model. What may seem like a short-term cost-saving measure can prove costly in the long run. Long-term cost reduction ranks as a top concern among business leaders adopting print services, according to IDC’s European Managed Print and Document Services (MPDS) research.
When selecting a printer, prioritize reliability, as it stands among the most crucial considerations. A dependable model equipped with high-capacity toner can keep your MFP operational, ensuring your employees remain productive for extended periods. Two primary reasons printers cease to function are service issues and toner replacements. Choosing a reliable model can alleviate these concerns and contribute to cost savings.
A case in point is a large German bank that achieved a 50 percent reduction in costs after deploying a fleet of 100 Lexmark MFPs. Lexmark subjected its CX860 Series MFP to a million-page test, demonstrating consistent quality and color production throughout the grueling endurance trial.
Moreover, smart MFPs enhance cost savings by optimizing daily tasks through document management software, thereby improving collaboration and workflow efficiency. Forward-thinking businesses are already reaping the rewards of smart MFPs, ranging from increased employee satisfaction to higher revenue. These devices streamline and automate data input processes, facilitating the management of structured and unstructured information. Furthermore, you can tailor the device’s user interface to suit your company’s needs and language requirements, making it user-friendly with minimal training requirements.
4. Prioritize Security
Every business should ensure that its printers come equipped with essential security features. However, if your company handles particularly sensitive information or desires a higher level of print security, seek a printer equipped with data encryption, secure network interfaces, and a print release solution. Print release ensures that documents remain in the printer tray until an employee is present and releases them.
5. Determine the Right Quantity
When determining the number of MFPs your company needs, there is no one-size-fits-all solution. Consider your company’s size and whether it engages in paper-intensive work. As a general guideline, a manufacturing business, for example, may consider a ratio of approximately seven people per printer.
Ideally, aim to procure all your devices from a reputable manufacturer to avoid complex maintenance agreements, minimize resource allocation for upkeep, and eliminate unnecessary costs. Seek manufacturers with a proven track record in managed print services (MPS), where the manufacturer takes responsibility for all aspects of your printing needs, including equipment, supplies, service, and overall fleet management.
Ensure that your manufacturer explains how the smart functionalities of the MFP can be tailored to your business to maximize its utility. This can substantially reduce long-term printing expenses and catalyze significant behavioral changes in paper consumption.
Final Thoughts
Today, individuals shopping for a business printer face an unprecedented array of models and features. To simplify your search, adhere to a few fundamental guidelines:
1. Begin with a list of essential requirements and prioritize them.
2. Create a spreadsheet for comparing models and their smart features.
3. Align the necessary functions with your business requirements.
4. Consider purchasing a printer equipped with productivity-enhancing tools to reduce long-term costs and enhance printing efficiency.
5. Evaluate factors like reliability, quality, and speed.
6. Develop a comprehensive purchase plan to buy with confidence, exploring various purchase options, from traditional purchases to comprehensive managed print service contracts and everything in between.
