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A reliable printer is among the crucial devices that any small business should have. Choosing one may sound simple at first, but with the many options and available features you can choose from, it can be quite challenging to pick the right printer.
Will a stand-alone printer suffice for your needs? Or do you need something that can also scan, copy, or fax documents? How can you make sure that you choose the most suitable printer for your small business?
The previous questions are just some of the most common questions that we are going to answer in this guide. So if you want to know more, keep on reading!
Choosing a printer is the same as choosing any type of technology – you need to take careful consideration. No printer exists that can meet the needs of every business. There are a few factors you need to consider before you can finally choose the best one for your small business:
When you buy a new printer, you don’t need to worry about repairs and services which can save your business some money. But with used printers, it is obvious that you can save more. There are times that printer dealers stock used printers that are mostly new. These are printers that have been returned by customers quickly because of certain reasons.
Up-front costs of buying a printer are lower compared to leasing one because you don’t have to worry about potential interests or long-term monthly payments. But with leasing, you can lessen the burden of spending a huge amount of money for a single payment, especially if you have other machines you need to buy.
When setting your budget, consider both the upfront costs and long-term costs:
Determine how much you are willing to spend for buying your printer. However, don’t just choose any cheap printer because you might have a problem later on like frequent repairs. Balance quality and price when you pick a printer.
Not all cheap printers are also cheap to maintain. Consider how much you will be spending for other running costs in the future including the following:
Cartridge replacements are often the most expensive supplies for a printer. Regardless of how cheap or expensive a printer is, cartridges will always be pricey. However, there are cheaper alternatives to OEM cartridges like remanufactured and compatible cartridges.
You can check out YoyoInk’s products if you are looking for affordable ink cartridge replacements for your printer. We have supplies for various printer brands like Canon, Epson, HP, Kodak, and Brother.
The printer you will be buying should fit in your small office and complement the device you are using. For instance, if you are using a laptop, consider buying a portable printer. But if you have extra space in your office, you can buy a bigger printer if you can afford it.
Printers have different printing speeds and monthly duty cycles (more on these in the next section). So before you choose a printer, know how often you will be printing to make sure that the printer you will be buying can handle your printing demands.
There are many types of printers you can choose from, depending on what you are looking for. The most common ones are discussed below:
The major difference between laser and inkjet printers is that laser printers use lasers while inkjet printers use ink. Below are the key applications of each type of printer:
Laser printers are for businesses that:
Inkjet printers are for businesses that:
Choose whether you want a printer that can also do other things aside from printing or do you only need a single-function printer for occasional printing. Here’s the difference between single-function and multi-function printers:
Wired connections are faster, more secure, and more reliable. However, wireless connections are more convenient in such a way that you can print wirelessly from anywhere such as your mobile devices aside from computers.
Aside from the type of printer, take note of the features you want your printer to have. These include print speed, print quality, connectivity options, types of paper, and more. We will discuss these in the next section.
Lastly, when choosing a printer dealer, see if they also offer maintenance and services including inspections, cleanings, replacement of faulty parts, and others. Maintaining your computer regularly helps in preventing unexpected breakdowns as well as in extending your printer’s life.
After knowing your business’s needs, which features for choosing the suitable printer? Below are the key features that you need to look at in a printer before buying one:
The speed of the printer should be able to keep up with your office’s printing volume. A printer’s speed is measured in PPM (pages per minute). The more often you print, the faster you would want your printer to be.
Also, take note that printers have different PPMs for color and black-and-white documents, so you will often see two PPMs in a printer’s specifications. The average PPM for black-and-white documents is 15-20 pages while 10-15 pages for color documents.
A printer’s monthly duty cycle is the number of pages a printer is expected to print per month. Make sure that your monthly print volume is below the printer’s monthly duty cycle to avoid damaging your computer. Otherwise, you’ll be expecting more repair service calls.
Will you be printing a lot of graphics? If yes, you might need a printer that supports a higher resolution. Printers with a higher DPI (dots per inch) can create highly detailed and high-resolution images.
However, new printing technologies allow you to enhance an image’s resolution without altering the DPI. This means that you don’t have to focus on the resolution alone when deciding what printer to buy.
Printers that support duplex printing can print or scan two-sided documents instead of the user doing it manually. If you are printing pamphlets, booklets, and the likes, you might want to consider buying a printer with this feature.
If your small office is printing on various paper types, choose a printer that can support other paper aside from the standard 8.5 x 11 paper. There are printers that can handle up to 8.5 x 14 (legal size) papers as well as glossy stock, index cards, and envelopes. But if you are only printing mainly on A4 paper, it would be cheaper to buy a printer that only supports A4 papers.
Also, consider the input tray’s size when buying a printer. This might affect your efficiency, especially if you are printing in bulk. If you are printing very often, choose a printer that can handle at least 250 papers. In relation to the paper tray size, there are also dedicated trays for specialty papers in different weights and unusual sizes.
Printers have different connectivity options with Wi-Fi being the more common one. Depending on the convenience you want to achieve with your printer, below are the common connectivity options you can consider:
Most home and small office printers support wireless connections. You just need to provide your Wi-Fi credentials during setup.
This is a peer-to-peer connection that creates a secure connection between your printer and your device. Apple’s AirPrint would be a perfect example.
This is for wired connections.
USB-A connections are the most common types of USB connections. They allow you to insert external drives and other devices into your printer and print documents directly from them.
This lets you connect your mobile devices to your printer by touching your device to a specific area on the printer.
Using SD card slots is the same as when you use a printer’s USB port. This option is ideal for photographers who print photos often.
Most multifunction printers support cloud printing where you can print from internet-based platforms like Google Drive, Dropbox, Flicker, and Facebook.
It’s good to have a printer with all the bells and whistles, but the ease of use is also important. Printers that are easy to use lessens troubleshooting and frustration and makes your printing processes seamless. Below are some questions you might want to answer first to determine a printer’s ease of use:
Lastly, below are other features you might want to consider:
Now, let us proceed to the best laser, inkjet, and multifunction printers as well as the cheapest printers for small businesses. We have compiled the top printers under each category from revie sites like PC Magazine, Rtings.com, and TechRadar. Let’s start with laser printers in the next section.
Before we give you the list of the top laser printers for small businesses, you might want to know the pros and cons of laser printers first:
Below are the pros and cons of inkjet printers:
Below are the pros and cons of multifunction printers:
Let us end our list with the top 3 printers with cheap ink:
Small businesses don’t always have enough budget or space for machines like printers. Fortunately, there are a lot of printer types and models you can choose from, depending on the needs of your business. Always weigh the pros and cons of each of your top picks before making a final decision.
One wrong machine can affect the processes of your entire business. Every little decision matters when you are starting a small business, so pick a printer wisely.