Your office printer is one of the most important business tools but, as a workhorse, it’s often overlooked. Choosing the right device according to your needs can actually make a big difference to your productivity and bottom line.
There are six key elements to consider when choosing your new office printer:
Of course, the cost of owning and running your printer must sit within your budget. It’s important to factor in the monthly running costs along with the purchase price before deciding whether a printer is right for you.
Some of the things that can affect the running costs of your printer include whether you print in colour or black-and-white, how much you print, and the quality of printing required. If you normally just print out documents for internal review, then you may be best served with a black-and-white printer that offers good quality outputs. However, if you often print documents for clients or for public display, you will need a colour printer with exceptional quality.
Not all printers are created equal when it comes to their effect on the environment. Choosing a printer with green features can bolster your business’s environmental credentials and save money. For example, some printers include more efficient technology that saves energy, uses materials that have less of an environmental impact, and can even control paper waste.
- Features and functions
The features and functions you choose must reflect the way you intend to use your printer. If you anticipate printing a high volume of basic documents, a printer with less features may be the best option.
Multifunction printers (MFPs) are ideal if you plan to scan and photocopy as well as print. Speed, paper size and quality all cause significant price variations. While it’s always advisable to get the best and most advanced printer you can afford, there’s no sense paying for features you’ll never use.
Many printers these days also offer mobile printing options. This lets workers who are often on the road be more productive, since they can print directly from their smartphone or tablet and remotely scan to cloud. It can also make it easier for guests to print, which can streamline meetings for example.
Networked printers can be susceptible to hackers unless they’re properly secured. Modern printers also temporarily store the information that’s sent to them. You need a printer that keeps this data secure and prevents unauthorised access. Furthermore, you can benefit from additional security functions such as pull printing, which means documents are held at the printer until an authorised person retrieves them, then the documents are released. This prevents uncollected printouts being seen or taken by unauthorised people, whether on purpose or by mistake.
You need a printer you can rely on for the long run. Not one that will fall apart after a year of constant use. Product reliability is important for return on investment as well as for the environment. For example, Konica Minolta has been awarded Gold Status by the Electronic Product Environmental Assessment Tool system, which is managed by the Green Electronics Council. This level of accreditation is rare in the Australian market and Konica Minolta is the only printer manufacturer in the country to attain Gold Status.
- Services and management
Consider whether you will need additional print management software to manage, monitor, restrict and enhance print usage and permissions. Allowing close, real time information to be accessible to administrators and optimise the use of your printers.
Furthermore, you need to consider how you will manage the servicing and replenishment of printer consumables such as toner and paper. Konica Minolta offers Managed Print Services, a service that can manage regular consumable deliveries, regular servicing of print devices and enhance device security
If you’re ready to take a look at your perfect office printer, you can compare Konica Minolta devices here.
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