How to Choose Business Printers to Reduce Costs and Improve Productivity
Having ten or more business printers can be a difficult task to manage. You have print consumables to order, maintenance needs, and then there is the issue of monitoring the printing in the office. It may come as a surprise, but the majority of businesses do not monitor their printing. This means they pay far too much on printing overheads.
Having a print policy in place ensures optimal tracking and reduced misuse of company resources. But you can save even more when consolidating some of the business printing by replacing redundant and old units with a single multifunctional printer.
You can even opt for three or more multifunctional printers while only leaving specialised printing devices. In this way, you clear up the office clutter, reduce electricity usage, lower maintenance costs, and win the battle in controlling printing costs.
The next question is how to choose multifunctional printers to meet your business printing needs. Let us consider the factors below, helping you to choose printers that will meet your budget, frequency of use, type of use, and maintenance needs.
1. Understand Your Exact Usage Needs
Do you need the machines to copy, fax, scan, or print in black and white or colour? Do you want the machines to handle large volumes of work? Do you want to use the equipment to also manage and reduce paper usage, store files, scan with output into different formats, or to save directly to the cloud? Should employees be able to send print jobs directly from their desks or mobile phones?
How often will you need colour prints? Fortunately, our consultants can help you determine which functions will meet your printing needs, helping you to streamline workflow and reduce costs. Factors such as how many users per printer, speed of printing, range of functions, print monitoring, and more can be discussed.
2. Understand the Cost to Company Factor
Every device in your business has a function. It also entails maintenance and cost of operation. In addition, the initial capital layout must be considered. Keep in mind that ink and toner prices differ according to printer brands. Certain brands offer extra volume cartridges to help you get more prints before having to replace the cartridges or drums.
The cost of the consumables is an important factor to consider when you work out the cost of ownership in comparison with the functions offered by the machine. If you want to save on the initial capital layout costs, you can make use of our printer lease/rental options, service agreements, and maintenance contracts. Our consultants will help you determine and compare the cost of ownership regarding the various printers.
3. Know its Capabilities
You do not necessarily want five machines that all have the same functionalities and capabilities. You may want one machine for colour printing while you have four with bi-directional communication capacity, options for scanning, faxing, copying, and printing. Compare two or three models to determine which of the functions suit your particular print needs the best. Here too, we can help you to choose the best combination of business printers to streamline workflow, reduce costs, and improve office productivity.
What Next?
Get in touch for more information about our range of business printers, print management solutions, and service agreements.