Once upon a time, all any organisation had to answer when buying a printer were three simple questions:
Advances in the technology and falling prices have led to new questions and the evolution of the trio above.
Inkjet or laser?
Either. The boundaries between printer types are diminishing all the time. Misconceptions such as “Laser printers are cheaper per page over time” have long been discarded. Manufacturers are investing huge sums to ensure tomorrow’s laser is yesterday’s inkjet, and vice versa.
Mono or colour?
Go for colour. Yes most prints will be black, but ink and toner now contain chemicals to counteract drying out, so even extended periods of not printing in colour are fine. Make sure you get separate colour cartridge slots, not tri-colour cartridges. This way you’ll only replace what you use, minimising waste and saving on cost.
Multifunction or standalone?
Multifunction printers (MFPs) now match the performance of standalone printers, saving on space, wiring and plug sockets. Simply decide what functions you need before researching your options. Remember that most MFPs can’t use more than one function simultaneously; a single machine may be overwhelmed if you have large copying, faxing and printing demands.
Find a balance between available funds and long-term running costs. Cheaper printers will save on start-up costs, but will require more expensive cartridges, meaning higher costs per page in future. Check availability of compatible cartridges (ie ones not made by the printer manufacturer). The existence of these consumables indicates a popular printer and long-term demand – and will also help save on printing costs.
If you buy a printer from a high street store, be aware that when the next upgrade arrives from the manufacturer, not only will your model disappear from the shelves, but the cartridges will too. Check that you can buy consumables online for your machine as well.
Ethernet ports are a given and WiFi capability can up the price of a printer significantly, but there are benefits. It saves on cabling and enables you to position the printer where it’s convenient, enabling flexibility in office and hardware layouts when your business begins to grow.
Ease of installation
Check for user reviews online. Is it a simple plug-and-print model? Avoid printers with unnecessary installation software on CD. This is especially relevant when selecting an MFP, because some not only require you to set up a user profile for each person/PC before you can print, but some demand a separate installation for each profile per printer function.
Make sure your printer has a clear display for error and performance reporting. This is crucial when purchasing an MPF, because more than one function can go wrong.
Look for a front USB port, because this enables you to plug in memory sticks to print documents without the need of a computer.
Estimate your usage needs – is a 200-sheet tray big enough? To avoid the hassle of replenishing paper, check higher capacity trays or the availability of add-on storage trays.
If you want to produce a range of printed media (eg cards, labels, various paper weights), check the printer has trays for separate media feeds and doesn’t rely on a single-sheet manual feed, which can be very time-consuming.
Matt Bird, StinkyInk