In a recent report, it was revealed that around three to five percent of a company’s annual budget is spent on erroneous and unnecessary print costs.
One factor that contributes to this is the choice of printer. This could be the same case for you.
One might’ve bought a printer that has low-quality printing, and having to reprint those may add up to the cost over time.
Added to this challenge is the large number of printer options in the market.
While there are only around 50 notable printer manufacturers, each of them produces hundreds of models—each with its own pros and cons.
Having to scour them one by one could waste your time and resources.
That is why this article will guide you through choosing the perfect business printer that will satisfy your operational needs.
All-in-one functionality
A multifunctional printer (MFP) should do it all. That’s because the whole point is to replace multiple devices with one reliable machine.
So, look for a printer that can print documents, scan papers into digital files, make copies of important pages, and send faxes (if your business still uses them).
Some MFPs even let you email scanned documents directly from the machine, which is a huge time-saver.
Say you’re preparing a client presentation. You might need to print handouts, scan a signed agreement, and copy a backup for your files, all in one morning.
With multifunction business printers, you can do all that without running between different machines.
When looking for one, double-check if the model includes all these basics.
Some cheaper options might skip faxing, for example, so make sure it matches what your office needs.
Speed that keeps up with you
In a busy office, waiting around for a slow printer is not an option. That’s why you’ll want to check how fast a printer works its magic.
Speed is measured in pages per minute (PPM). For a small office with light printing needs, 25 to 30 PPM is usually enough.
But if your team prints hundreds of pages a day—like invoices or shipping labels—you might want something faster, like a 40 to 50 PPM printer.
However, don’t just look at the number on the box. Test it out if you can, or read the reviews.
Some printers slow down when they’re handling double-sided printing or high-quality images.
A fast printer keeps your workflow moving so you’re not twiddling your thumbs waiting for that last page to pop out.
Clear and sharp print quality
Speed is great, but if your documents look blurry or faded, that’s a problem. Print quality is measured in dots per inch (DPI).
The higher the DPI, the sharper the text and images. For most office work, like letters or forms, 600 DPI is plenty. It gives you crisp, readable text without breaking the bank.
But what if you’re printing something fancier, like a flyer or a photo for a marketing pitch? In that case, look for 1200 DPI or higher.
This makes colors pop and the details stand out. A rule of thumb is to think about what you’ll be printing the most and choose a quality level based on that.
Easy ways to connect
Gone are the days when printers only worked with a clunky cable. Today’s MFPs offer all kinds of connection options, and that’s a feature you shouldn’t skip.
At a minimum, look for USB and Ethernet ports so you can plug it into your computer or network.
But, wireless (Wi-Fi) connectivity is a revolution. It lets everyone in the office print from their laptops or phones without fussing with cords.
Speaking of phones, check if the printer supports mobile printing. Features like Apple AirPrint or Google Cloud Print let you send a file straight from your smartphone.
Some even connect to cloud services like Google Drive or Dropbox, so you can print documents stored online without downloading them first.
Paper handling made simple
How the printer deals with paper can determine how your daily operation goes. Start checking the input tray and look at how many sheets it can hold.
For a small office, 100 to 250 sheets might work.
But if you’re printing a lot, like a busy law firm churning out contracts, go for 500 sheets or more. You don’t want to refill the tray almost every hour.
Another handy feature is an automatic document feeder (ADF). This lets you scan or copy a stack of pages without feeding them one by one.
And don’t forget duplexing, which means printing on both sides of the paper automatically. It saves paper and looks professional.
Saving money in the long run
Ink or toner can eat up your finances, especially if you print a lot.
Laser prints, which use toner, are usually cheaper per page than inkjet printers or those that use liquid ink.
To have a better idea, check the ‘page yield.’ This determines how many pages a cartridge prints.
Then, divide it by the cartridge cost to figure out the cost per page. Aim for something low, like 2-5 cents per page, if you’re printing in bulk.
Keeping your data safe
Security might not be the first thing you think of with a printer, but it’s super important.
Business documents often have sensitive information, from client names to financial data and contracts. A good MFP should protect that.
Look for features like secure printing, where you enter a PIN to release your print job. That way, no one else can print your confidential pages by mistake.
Some printers also offer user authentication (like a login) and encrypt data sent over the network. This is especially important if you’re printing wirelessly.
Some companies suffered from data leaks because someone accidentally printed confidential information from their unsecured printer.
That won’t be ideal for you. Aside from breaking customer trust, it could cost you penalties.
So, spending extra on security is better than spending thousands on lawsuits.
Size and room to grow
Printers come in all shapes and sizes, so think about where they’ll live in your office.
A small team might be fine with a compact model that fits on a desk. But a bigger business might need a freestanding unit with more power.
Also, check if the printer can grow with you. Some let you add extra paper trays or features like stapling, which is great if your needs change down the road.
For example, your startup may begin with a basic MFP. As you hire more people who use the printer, you can add a second tray to handle extra printing.
That flexibility can keep you from buying a whole new machine every time your team grows.
A control panel you can actually use
You may find it hard to figure out a confusing printer menu, and that’s the case for a lot of printers.
That’s why a simple, clear control panel is a must. Look for a model with a touchscreen—4 to 7 inches is a good screen size.
It should let you tap through options like scanning or copying without a manual. Some even let you save shortcuts for tasks you do often, like scanning to email.
A well-designed and user-friendly panel saves time.
You may be currently using an MFP with a tiny, button-heavy display, and it could take you 10 minutes just to copy a page because you don’t know which button to push.
So, when picking a printer, it’s best to go for a touchscreen model.
But you still have to test how user-friendly it is. If there are simple button-heavy panel printers, you can choose those, too.
Built to last with good support
Finally, you want a printer that won’t quit on you. Check reviews to see how reliable a model is. See if there are many reports of it jamming or how many years it lasts.
Also, look at the brand’s support. Find out about their warranty offers and their customer support arrangements.
Many businesses settled for cheap printers that died in just six months.
The worst part of it is that, because it is cheap, there were no warranties or support available. It left them buying a whole new machine, eating up unnecessary costs.
You don’t want that to happen to you. So, a durable printer, partnered with a top-notch support service, will keep your office and your finances humming.
Putting it all together
So, there you have it—the ten essential features to look for in a multifunction business printer.
From speed and quality to security and support, each one of those plays a role in making your operations run smoothly.
The trick is to match these features to your specific needs.
If you’re still unsure, start by listing your non-negotiables. Maybe speed and cost matter most, or perhaps security and connectivity top your list.
Then, compare a few models online or in-store. With the right MFP, you’ll wonder how you ever managed without one before!