Before you choose a printing solution for your office space, you’ll first need have a look at the type of office space you have together with its printing needs (and habits)…

• What is your Monthly Printing Budget?

(This includes consumables like paper, ink and toner)

• What is your Monthly Print Volume?

(Roughly how much do you print per month?)

• Will you be making High-Quality Image Prints?
• Do you have in-house staff capable of managing your system?
• Is Wireless Printing a Necessity?
• What Functions & Features will you need?

1. Printing Costs:

In order to choose a copier that will help you keep your printing expenses down, you will need to factor in…

• The initial investment of your printer.
• The cost of its maintenance. 
• Any extra costs of consumables (like paper and toner).

When choosing your printer system - consider how economically it will allow you to print your items...

• EnergyStar certifications - This reduces overall power consumption.
• Multifunctional devices - Reducing any need to buy separate supplies or consumables.
• Integrations with access control measures (to manage usage) Like MP’S agreements.
• Ink and paper-saving settings.

To find out how you can further cut down on your printing costs, read our blog: Reducing Monthly Print Costs.

2. Print Volume:

If your business has a large monthly print volume, you’ll need a printer with a large paper tray that can churn out documents quickly. On the other-hand, smaller businesses (with lower print volumes) may not need to invest in printers with such large paper trays (this is unless they plan on printing higher volumes in the future).

3. Print Quality:

An important aspect to consider when choosing your business printer system is the print quality. 

The print quality you’ll need is completely dependent on the type of prints you will be making, and what they are used for. Depending on your industry, you may require a system able to produce high quality prints. 

With that being said, It’s important to remember that higher quality printers have slower outputs. And so, you may need to weigh out your printing needs and find a balance between print quality and output speeds.

Multifunctional Sharp devices like the MX-4051 are able to enhance productivity in any busy office environment in need of a balance between performance and quality.

4. Managed Print Services (MPS):

Have you thought about the maintenance and management of your printer system?

When choosing your business’ printers, it’s a good idea to consider an MPS agreement. 

With one in place, your service provider will work to ensure your printing practices run smoothly and efficiently through direct maintenance and technical support as well as detailed analysis (like cost per page) to assist you in optimising your overall print environment. 

Opting for an MPS agreement through when renting your copiers can reduce your operation cost by up to 30% (as your provider will troubleshoot issues and offer preventative maintenance while reducing any costly and unplanned downtimes.) 

And when your machines reach the end of their life-cycles, a solid MPS agreement will mean for seamless upgrades.

For more info on our MPS Solutions at X Corp, feel free to contact us. 

5. Connectivity:

When choosing your copier system, you will need to consider the type of connection that best suits your business’ environment. 

Wireless printers (using WIFI or Bluetooth) may seem like a good option, they are however, susceptible to a variety of issues that your small business may not need or have time to deal with. 

Wired printers on the other hand, are far more secure. They can only be accessed if logged onto a designated computer. And if needed, multiple computers (on the same network) can be granted access to your printer system. 

6. Features & Functions:

The functions and features needed in a printer system differ from business to business. Take note of the features you may need to ensure you don’t end up paying for ones you don’t end up using.

• Colour Vs Black & White Printing
• Integrations with Software (specifically software you are already using)
• Scanning capabilities 
• Security & Data Control Features
• Finishing Functions (like stapling and booklet making)
• Mobile Printing Functions

Should You Rent or Buy Your Business Printer System?

Choosing to rent or buy your copier system really depends on your business’ printing needs and budget. It’s important to note that both options come with their own advantages and of course - disadvantages.

• Opting to buy your printer system would mean that you would have to pay an upfront fee. Once you have settled this payment, your business then takes on full ownership (and responsibility) of your machine. 

• Choosing to rent or lease your printers is a cost effective way of meeting your business printing needs without the need for large upfront investments. Printer rentals also come with the added benefits of easy life-cycle management and MPS agreements.

When renting your printer system, it’s crucial to choose a reliable printer partner - This partner will essentially be your service provider and will need to work with your business’s unique printing requirements.

To Conclude

Choosing a printer system that not only suits the needs of your small business, but promotes growth and optimises performance within your office space - can seem like a daunting task. 

It doesn’t have to be. Taking the time to follow the above steps should assist you in making an informed decision - one that will benefit your business in the long run. 

Contact us today at X Corp for further assistance or head over to our ‘Quick Quote Tool’ to get an accurate quote for your business’ printer system. 

X-Corp | Aiming to bring high performance rates into the offices of our customers through our ever advancing machines and hands-on customer service.