Choosing the Printer that's right for you Part 2: The Business Printer
May 30, 2018
With printing processes continuing to improve thanks to modern technology and tools, the printing industry has caught up to the needs of the modern office. Carefully considering your printing needs, and purchasing equipment that is compatible with your core processes, creates exciting opportunities and solutions for your business needs. Cartridges Direct has put together this guide of key considerations to address, when purchasing a printer for your business.
Most offices are home to a magnitude of sensitive data and company information. It is, therefore, integral to consider issues of security when purchasing an office printer. As mobile device usage the modern office continues to grow, many businesses have grown increasingly concerned about the security of their technology systems. Connecting to an office printer via a network or wireless setting, is widely considered as a potential avenue for hackers to infiltrate a business’ computer system.
Fortunately, many printing manufacturers have alleviated these security concerns through authentication programs and systems, that are simple for office use. Read on find the pros and cons of the popular connectivity tools that are currently on the market.
WiFi Connectivity: Wireless printers use WiFi to connect all devices and multiple users to the same printer, without the need for any wires or cables. As the documents for printing are transferred over a wireless network, it is imperative to ensure that internal WiFi connections are protected with encryption software. Many wireless printers will also store data after the print job has been completed. Most businesses therefore prefer to set the printer to erase all printed data, or to encrypt stored data for further protection.
NFC (Near-Field Communication): NFC software enables wireless two-way communication between two devices within close proximity to one another. When paired with a printing device, this enables you to print from your mobile device directly to your printer, without either device having to join a wireless network. Industry leaders such as HP have introduced authentication software within their NFC printers. This enables a simplified login process that protects both your printer and company data.
It is easy to forget about the amount of electricity it takes to run a printer; that is until the pesky power bill comes in at the end of the month. Today, however, even entry level printers come with features that offer ways of economising on your cost of printing.
Keep it Green: Innovative printing practices provide your business with better quality printing, and are sustainable and cost effective for the modern eco-friendly office. Many printers now offer “auto on/auto off” as a feature. This will reduce power usage even further when the printer is inactive. HP have explored the implications of leaving your printer running, and have made these recommendations.
Manage Colour Printing: When purchasing an office printer, it is also best practice to choose model that has a toner saving feature. This setting is ideal for internal use, where maximum quality isn’t necessary. By restricting colour printing in the office, your business can save considerably on costly ink cartridge expenses.
Double-Up: The average office worker uses 10,000 sheets of copy paper each year. Double sided printing is one of the most effective methods for employees to decrease their paper usage, and save their business money. Many modern printers support duplex printing. This feature can almost halve your overall paper costs (and your impact on the environment).
To find out if your printer supports duplex printing, refer to your printer manual or look for the two-sided (Duplex printing) drop-down menu in the Printer Properties dialog box on your computer. Watch the video below to learn how to set up two-sided printing on HP printers.
When purchasing an office printer, it is important to consider your current and future needs. If you are part of a growing business, purchasing a single tray or multi-function printer may not be tangible for your long-term office requirements. Let’s run through some key features and factors to consider for your office printer, based on the size of your business.
Laser Printers: Toner cartridges, and laser printers on the whole, operate more quickly than their ink-based counterparts. While laser is all about volume, inkjet focuses on quality. If you are part of a large office that requires a high volume of monochrome print, it is best to purchase a high-performance laser printer. However, keep in mind that laser printers require a large amount of space, and toner cartridges can be expensive to replenish. Fortunately, by partnering with a low-cost provider, such as Cartridges Direct, you can minimize the impact on the company wallet.
Inkjet Printers: Inkjet printers are small and compact for the space-conscious office, and are one of the most affordable printer options on the market. The more versatile inkjet printers tend to be slower, but print in high quality for photos, posters and graphics. Inkjet printers are therefore the popular choice for design-oriented offices, that need to produce in colour.
Check out our Printer Reviews, for further help in choosing the right printer for your office!
Paper Handling: To avoid getting stuck with too much printer or too little, you have to figure out which features are relevant to your needs. It is therefore important to consider how much output you need your printer to product. Will it be a few sheets a day, shared between a few users? Or will it hundreds of sheets between an entire corporation. For offices with high volume or multiple media printing, purchasing a printer with two or more paper trays is imperative. Before purchasing a printer, track your paper usage for a few days. Then, it is time to look for a printer with a standard input tray, which exceeds your average daily volume by a greater margin.
Single Function or Multifunction: Multifunction (MFP) or All-in-one printers, include print, scan, copy and fax capabilities, in the form of one all-inclusive machine. For the small to medium office, MFP printers are a lifesaver. Not only do they save you office space, but they are also budget-friendly as they are considerably cheaper than purchasing the individual equipment separately.
However, if your office has a considerable number of employees, forcing a single machine to juggle everyone's printing, copying, scanning, and faxing demands can dramatically slow down your office processes. Imagine waiting for your printing while someone else scans a 100 page document. For larger corporations, it is therefore preferable to purchase designated equipment for each capability.
Choosing the best printer for your office needs doesn't have to be confusing. Fortunately, at Cartridges Direct, we have printing solutions for every type of business, no matter how big or small.