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Why Do Printers Matter?

In the world of business printers, it’s easy to be taken in by the big manufacturers and shiny new models or to presume that the pricey ones are better than the less expensive machines.

Gone are the days of printers which only did one thing: sit in a far-away corner waiting for someone to make copies.

Choosing the best type of printer with the most flexible solution for your business can be overwhelming so it makes sound business sense to find the one that is best for you.

What are the benefits?

  • Save on photocopying costs
  • Multifunction devices
  • Get multiple price quotes
  • Top brands and retailers

Why Do Printers Matter?

In the world of business printers, it’s easy to be taken in by the big manufacturers and shiny new models or to presume that the pricey ones are better than the less expensive machines.

Gone are the days of printers which only did one thing: sit in a far-away corner waiting for someone to make copies.

Choosing the best type of printer with the most flexible solution for your business can be overwhelming so it makes sound business sense to find the one that is best for you.

What are the benefits?

  • Save on photocopying costs
  • Multifunction devices
  • Get multiple price quotes
  • Top brands and retailers

Step 1: Find Suppliers

Answer a few questions and we’ll match you with suppliers for your unique scenario.

Step 2: Compare Quotes

Get real personalised quotes from multiple suppliers and compare side by side.

Step 3: Pick The Best

Choose the best offer or continue shopping. No obligations.

Key Benefits You Will Love:

Volume

The most crucial factor to consider. How much will it produce and how often?

Financing

Access the capital you need to complete your photocopier requirements.

Maintenance

Free up office and employees from worrying about toner levels and the long-term.

Size

Compare sizes that best fit your needs: small home office, office copiers, production printers for high-volume printing

Resources

Educate yourself and make the most out of your photocopier.

Output

Design matters but output quality vary from brand to brand.

Technology

Wireless connectivity, images editing, security features such as biometric authentication and energy savings.

Set-up and Installation

Make sure a boxed photocopier is not shipped to you for you to figure out. They are complex machines so the right set-up is the best left to the experts.

Commercial Printers 101:

With digital printers now the main form of printers available, your business can decide the type of printer needed, knowing it will always be digital in nature.

Before you start comparing digital office copiers, there are three key questions you’ll need to answer:

  1. What do I need my office printer to do?

Understanding your business needs is important before purchasing equipment like printers. Modern digital printers are often referred to as multifunctional products (MFPs) or multifunctional devices because they do much more than just copy. MFPs also print, fax, scan, email, make double sided copies, collate, punch holes, staple, and make booklets. These type of functions and features are great for most business types including offices, school and NGO’s.

Having a multifunctional product connected to your internal network allows you to take care of many tasks directly from your computer. Not only can MFPs aid in electronic communication, they make it convenient to create finished documents without ever leaving your desk. They’re also the ideal space saver, considering that one device handles your scanning, faxing, emailing, and printing.

If your business has the need for a more specific printer like a wide-format style one, then you can find the perfect printer for your business here too. Businesses in the engineering, government or architecture and design industries often require these printers to complete daily tasks.

  1. How much do I need to print and copy?

Once you decide on the features you need, the next step is to narrow your choices based on the number of copies you make in a month.

If you already own or lease a printer, you can determine your actual usage by looking at the counter, usually found under the platen glass or internal storage. Much like an odometer on a car, the meter on the printer cannot be tampered with. It varies depending on the brand of printer, but each one has a menu that shows how many colour copies, colour prints, black and white copies, black and white prints have been made. The overall total is also displayed on the counter.

If you don’t have a printer at all, take a look through any receipts from printing you have had done externally or ask office admin staff for an estimate. If you’re going to use the printer as a network printer as well, a useful way to get a rough estimate is to track your monthly paper consumption.

Don’t worry about being too exact. Once you have a rough volume figure, increase it by at least 15%. This will help you account for future growth, as well as compensate for the somewhat inflated monthly copy volumes claims from manufacturers.

If you’re expecting to make fewer than 1,000 copies/prints per month, you probably don’t need the expense of a “business” copier at all. You’d be better off purchasing a small office copier, also known as a personal copy machine, from an office superstore – unless you want the advanced features or service guarantees that come with business copiers.

 

  1. How fast do I need it to be?

Printer speed is measured in copies per minute (cpm), pages per minute (ppm), or outputs per minute (opm). Whichever term is used, it refers to the number of A4 sized pages the machine can produce in one minute when running at full speed. The printer industry categorises six segments, defined by speed:

Segment  | Speed | Business size

1      |       15 ppm    | very small or home office

2      |       20 ppm    | small offices

3      |     30 – 50 ppm     |   small to mid-sized offices

4      |        50 – 70 ppm     |   mid to large offices

5       |       70 – 90 ppm    |    very large offices and/or print runs

6      |        90 – 100 ppm   |  commercial printers

Note that segments 3 and above can all be networked. Most companies are satisfied with printers from segments 2 to 4, in the 20 to 70 ppm range.

Of course, more complex forms of copying–two-sided copies, copying on larger paper, and sorting–are slower. If you will be frequently doing these types of copying, make sure you anticipate and plan for the slower speed. Also, if you expect to make many one-time single copies, ask about the first-copy speed, or the number of seconds it takes for one single copy to be made.

Now that you have a better idea of what you desire from your commercial printer you can make a clearer decision once you have received your quotes.

Frequently Asked Questions

A modern photocopier can improve the efficiency of your business. Today’s models are sophisticated tools that can carry out a wide range of tasks and are often referred to as multi-function printers (MFPs). They do the important job of reproducing documents faster, more efficiently, more reliably and more cheaply.

It depends on what you require. There are three basic categories of photocopiers that your business may fall into:

Small/home office: Copiers designed for small offices and home offices are typically desktop size to conserve space;

Office: Office copiers are often large tabletop size or freestanding and are built to suit the needs of multi-person offices;

Production: If your business requires high-volume printing, professional-grade graphics, and advanced document-finishing options, then you may need a production printer.

Your usage is important to determine the copying capacity of your photocopier. A lot of contemporary copiers and multifunction devices have a large capacity tray that can hold anywhere from 500 sheets to upwards of 5000 sheets or more. However, you can expand the capacity even further when you add extra paper trays to the base unit.

Most manufacturers indicate the copying capacity of their models in the package. Check the specifications to know the monthly volume capacity of your chosen brand and model.

Work out the number of pages each month that the photocopier will produce and what the copier will be mostly used for. This will help decide whether you will need a black and white or colour copier, size of its capacity tray and how large the copier will be.

Both methods have their pros and cons including depreciation, maintenance issues and tax incentives. Buying office equipment is expensive so if you are running a start-up, it makes better financial sense to lease. However, if you make large volumes of copies per month, it’s best to buy to avoid charges associated with leasing.

Again, it depends on your office needs but inkjet is the most economical option for businesses that don’t print a lot of pages at a time. But, while a laser printer is more expensive, it will save you money in the long run because you will not be buying toner.

Multi-function photocopiers are the preferred option for businesses because they incorporate copying, scanning, printing, email and faxing in the one machine. The machine can directly scan to your email or computer. You also save a considerable amount of cash compared to running each of these devices separately. And if you have a smaller office, they are space-savers.

Some machines are low priced but still deliver high quality, while others are costly and simply not worth it. It’s best to do your research before buying, carefully considering the features of each machine and your needs.

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