While many business processes are now fully digital, printers still remain a vital tool in any office. From printing important documents and contracts, to producing marketing materials, a reliable printer is indispensable for many businesses.
That’s why choosing the right printer for your office is crucial for maximising productivity and operational efficiency. What’s more, a poorly chosen printer may result in frequent breakdowns, subpar print quality and excessive downtime, leading to frustrated employees and potentially missed deadlines on documents.
In this guide, we’ll be exploring some of the best printers for offices, and some of the top things you should consider when selecting a printer for your business.
Types of Office Printers
First, let’s take a look at some of the different types of printers available on the market. Each type offers different features suitable for unique professional printing purposes.
Laser Printers
Laser printers are known for their speed, efficiency, and high-quality output. Advantages include:
- Fast printing speeds, ideal for high-volume print jobs
- Sharp and precise text and graphics
- Cost-effective in the long run due to lower cost per page
- Suitable for business documents, reports, and text-heavy printing
- Lower maintenance requirements compared to inkjet printers
Laser printers are ideal for use in offices with high-volume printing needs, such as law firms, publishing houses, or marketing agencies.
Inkjet Printers
Inkjet printers are versatile and offer high-quality colour printing, making them suitable for various office environments. Advantages include:
- Exceptional colour accuracy and photo printing capabilities
- Cost-effective for low to moderate printing volumes
- Compact and suitable for small office spaces
- Ideal for businesses requiring vibrant graphics, marketing materials, or photo prints
- Ability to print on a wide range of media types
Inkjet printers are ideal for use in creative agencies, graphic design studios, photography studios, small businesses or home offices with diverse printing needs.
Multifunction Printers (MFPs)
Multifunction printers or all-in-one (AIO) combine printing, scanning, copying, and sometimes faxing capabilities into a single device. Advantages include:
- Space-saving solution that combines multiple functionalities in one device
- Simplifies document management and reduces the need for separate devices
- Cost-effective and efficient for businesses requiring multifunction capabilities
- Enhanced productivity with features like automatic document feeders and duplex printing
Multifunction printers are ideal for use in small to medium-sized offices with limited space or budget and businesses that require frequent scanning, copying, and document management.
Factors to Consider When Choosing an Office Printer
Print Quality and Resolution
Print quality is paramount, especially when producing documents that require professional presentation or materials for client-facing purposes. Look for printers with high resolution, measured in dots per inch (DPI), to ensure crisp and sharp text, graphics, and images. This is particularly important for businesses that frequently print marketing materials or photographs.
Print Volume and Speed
When selecting an office printer, it's crucial to assess your business's printing needs in terms of volume and speed. Consider the number of pages your office typically prints per day or month and choose a printer that can handle that volume efficiently. Look for printers with high page-per-minute (PPM) ratings to ensure swift printing and minimise waiting times.
Connectivity Options
In today's interconnected world, seamless connectivity is essential. Evaluate the connectivity options offered by printers, such as Wi-Fi, Ethernet, USB, or cloud printing compatibility. Ensure that the printer can easily integrate with your existing office network and allow for wireless printing from various devices, including computers, laptops, tablets, and smartphones.
Paper Handling and Media Support
Consider the types and sizes of paper and media your business uses. Look for printers that can handle various paper sizes, such as letter, legal, or tabloid, as well as specialty papers like envelopes or cardstock.
If your office requires duplex (double-sided) printing, ensure that the printer has that capability. Additionally, consider if the printer can handle other media types like labels or transparencies if your business needs them.
Cost of Consumables and Maintenance
Printers come with ongoing costs beyond the initial purchase. Evaluate the cost of consumables, such as ink cartridges or toner, and estimate how long they last based on your print volume.
Additionally, consider the cost and availability of maintenance and repair services. Opting for printers with cost-effective consumables and easy-to-maintain components can save your business money in the long run.
Security Features
In today's digital landscape, data security is paramount. Look for printers with robust security features, such as user authentication, data encryption, secure printing, and access controls. These features help protect sensitive information, prevent unauthorised access to confidential documents, and ensure compliance with data protection regulations.
Top Printer Brands for Offices
When shopping for a printer for your office, it’s a good idea for opt for a reliable and reputable brand. Top printer brands include:
- Brother
- HP
- OKI
- Develop
- Kyocera
- Riso
Managed Print Service (MPS)
Did you know that your business could save up to 30% on its printing costs when an effective managed print service is in place?
What is a Managed Print Service?
A managed print service takes care of all your business’ print hardware, software and services including consumables under one easy-to-manage contract, helping to eliminate unnecessary administration. This in turn saves time, increases productivity and keeps running costs down.
Benefits of a Managed Print Service for Your Office
Greater Visibility
A key benefit of a managed print service is the ability to automatically gain greater visibility of the printer usage across your business, helping both you and us to identify opportunities where your print infrastructure could be optimised. This provides you with greater control over your print-related expenditure, so you can reduce printing costs for your business.
Combining award-winning hardware, innovative software features and unbeatable service levels, designed specifically to meet your business needs, DMS MPS puts you back in control of everything from cost to wastage.
Improved Security
Did you know that the inconspicuous printer sitting in the corner of your office could be a data security issue? Managed Print Services can provide a set of security features to keep your printers and copiers more secure, so you can be sure your print data will enjoy uncompromising security protection.
Increased Efficiency
Inefficiencies are often responsible for thousands of pounds being lost from businesses every year. Fortunately, DMS’ Managed Print Service offers a thorough audit of your current print setup to identify inefficiencies and potential efficiency gains.
We design an advanced printing infrastructure that provides the printing volume capacity and printer availability your organisation requires, complemented by streamlined workflow solutions. Automated service and toner alerts also ensure you can focus on your day-to-day business. safe in the knowledge that DMS is taking care of your print requirements.
Improved Sustainability
Through increased efficiency, you’re also helping your business to become more sustainable by reducing your carbon footprint. Through monitored usage of paper, power consumables and space wastage, you can evaluate where reductions need to be made, doing your part for the environment.
DMS Managed Print Services
DMS offers comprehensive yet flexible Managed Print Services (MPS), built around the unique needs of your business. At the core of our offering is our undivided support which means we do everything we can to ensure your company has an effective MPS that benefits your business every day – and we’re on hand to help whenever you need us.
Choosing DMS for your MPS helps you reduce the cost and complexity of business printing. Leaving the management of your tech to us frees up your time and staff resources, and having the option of our innovative ‘DMS One’ subscription helps to eliminate capital expenditure.
Get in touch with our team of experts today to discuss further how we can help your office with its printing requirements.
