Choosing a Printer/Copier for your Small Office

A printer/copier is indispensible for a small office in order to function efficiently. There are so many models to choose from today.  If you are shopping for a printer/copier, your sales representative will ask you several questions about your needs that will guide him or her to recommend the right equipment.  I’ve included some questions that we at PrintScan Solutions ask our clients when they are looking for a printer/copier.

1. What type of printer/copier are you interested in?

If you prefer a certain brand, make that known to the sales representative.  Know your budget so that you can determine whether or not you want a new or used printer/copier. Sometimes the brands you prefer don’t match up with other features you want such as eco-friendly or Energy Star rated equipment.

2. What features do you want in your printer/copier?

I would choose a multi-functioned model that includes features needed in a small office and that allows me to conserve office space. The printer/copier should be able to print, copy, fax, and scan.  I recommend the equipment be wireless too.  An inkjet printer/copier is cheaper and would be enough for a small office.  You can read about my recommendation for the Best All in One printer.  As business activity grows and demand increases, you may need more sophisticated features provided by a laser jet such as an automatic document feeder and stapling mechanism.

3. What speed class of printer/copier do you want?

If you use up to 2 reams (1000 sheets) of copy paper a month, a printer/copier that prints at a speed of 15-20 copies per minute should meet your needs.  However, if you print often and need your print projects to be finished in a short time, a printer/copier that prints at 46 copies per minute is more appropriate.

4. What is your expected monthly volume for printing or copying?

Your sales representative will recommend a printer/copier based on your expected monthly volume.  Small offices typically have minimal printing and copying needs (below 3,000 copies per month).  In this case, I wouldn’t recommend a high-speed printer as you would be wasting money in excess capacity that may not be needed yet.

5. What paper weight and paper sizes does your office use?

A small office usually needs letter (8.5×11) and occasionally legal (8.5×14) size paper. For tabloid printing (11×17) and bigger paper sizes, there are models that can accommodate these requirements.

6. Will you be purchasing a maintenance agreement?

To ensure minimal disruptions as the equipment ages and printing/copying operations increase, purchase a maintenance agreement.  Keeping your printer/copier in tip-top shape will prevent you from having printer downtime.

7. How will you finance your printer/copier?

Be familiar with the ways you can purchase a printer/copier today – cash on the spot, lease, or finance your equipment.  Did you know that you can rent a copier?  At PrintScan Solutions, we rent all brands of copiers to corporations, small offices and even home-based businesses.

Doing your homework before you buy a printer/copier will save you time and money.  Your sales representative will be impressed by the fact that you have done your research and it will make the appointment run more smoothly.  If you are in need of a printer/copier, contact PrintScan Solutions today at (480) 247-3010 to schedule an appointment with a sales representative who will guide you in selecting the best equipment for your small office.