How to Choose the Right Print Equipment for Your Business

When it comes to evaluating print equipment options for your business, there are six key considerations that come top of mind that you should be weighing your needs and budget against to ensure that you are making an informed decision and the best one for your business.

Consideration #1: Define Your Print Needs

First and foremost, you need to define what the print needs of your business are. This entails asking yourself key questions such as:

• Do you need print only, or do you need scan, copy, and/or fax capabilities?
• Do you need color printing?
• What types of documents are you printing? Are you printing mostly text document or are you printing brochures/image-heavy documents that require better print resolution? Do you need to print 11” x 17” documents or are you printing mostly standard 8.5” x 11” documents?
• Do you need finishing capabilities for your documents such as stapling, hole punch, booklet making, folding, etc.?
• What other printer features are important to you? (Mobile connectivity, access to apps, security, etc.)

Asking yourself these questions will help you to narrow down whether you need a color printing device, as well as if you need a print device capable of printing larger documents.

Consideration #2: What is Your Print Volume?

Once you’ve defined your print needs, it’s also important to consider what you average print volume is when evaluating the best print equipment for your business. How many pages, on average, do you print in a month? Do you have any peak printing timeframes (i.e., January through April every year is a peak printing time for accounting firms). Establishing your print patterns and average print volume will help you determine whether a lower end printer is sufficient or if you have higher volume, perhaps a higher-speed office copier with lower operating costs will make more sense from a financial standpoint.

Consideration #3: Compatibility with Existing Software/Technology Infrastructure

As with any new technology purchase, it’s important to ensure the print equipment option(s) you are considering can seamlessly integrate with existing software/infrastructure. For example, if you currently use a print management software, you’ll want to make sure whatever print equipment you are considering has no compatibility issues with the software you’re using.

The above three considerations are really going to help you hone in on what type of print equipment is right for your business – whether that be a single-function laser printer with bare minimum features, a more robust desktop printer with multifunction capabilities (copy/scan/fax, etc.), or an office copier with advanced features and finishing capabilities. Now let’s take a look at a few considerations that have to deal with the financial aspects of choosing the right print equipment for your business.

Consideration #4: Evaluate Your Budget and the Total Cost of Ownership of Your Print Equipment

Of course, you want to make sure you’re always keeping your budget top of mind. However, it is equally important to weigh the total cost of ownership (TCO) of the print equipment that you’re evaluating for your business needs. While the initial price of a printer or copier (hardware cost) is an important consideration, especially regarding your budget, it’s just as important to also consider the operational cost of the equipment – i.e., supplies and maintenance. Typically, the lower the cost of the print device, the higher the cost to operate the device is. For example, on a standard budget printer the cost to print a color page can be $0.10+ per page whereas on an office copier, the cost to print that same color page will be about half that. You’ll want to consider the implications of the operating cost, especially in regards to your print volume, to evaluate how much the total cost of the print device will be over its lifetime.

Consideration #5: Leasing vs. Purchasing Your Print Equipment

When it comes to print equipment, both leasing and purchasing have their advantages and drawbacks. Similar to considering your budget and TCO, it’s important to consider your budget along with your long-term business goals to determine whether it makes more sense to lease or purchase the machine. It’s important to ask yourself questions such as:

• Do you intend to run the machine for as long as possible?
• Do you want the flexibility to upgrade to newer models as technology evolves?
• Are there tax incentives for leasing vs. purchasing?

If you decide to lease your print equipment, it’s important to also consider which type of office copier leasing option is best for your organization (for a more in-depth analysis on office copier leasing options as well as leasing vs. purchasing, check out this blog post).

Consideration #6: Choosing Your Print Service Provider

The last consideration when evaluating print equipment, but from the least, is selecting your print service provider. Your print service provider is critical to ensuring that you have a great experience with your office print equipment as well as ensuring that your support needs are being met efficiently, cost effectively, and with transparency.

By carefully considering all of these key factors, you can feel confident that you are choosing the right print equipment for your business and ensure that you are going to meet your printing needs efficiently and cost-effectively! Take the time to really do your research, compare models, and even consult with printing professionals.  The right print equipment will not only meet your current demands but also scale with your business as it grows and align with your long-term goals, making it a valuable asset for years to come.