While so many advances have been made technologically and digitally, printed documents are still necessities in most any industry.
If your organization is in need of new office printing equipment, knowing how to go about choosing a business printer is essential to save time and, ultimately, money.
Consider Your Nonprofit/Association’s Printing Needs
Before you can choose any business printer for your office, you should consider your team’s printing needs. Ask yourself these questions:
- How much printing do I expect to occur daily in the office?
- How many documents do we typically print at a time?
- Will color printing be a top priority with our printed materials, or are we open to using monochrome printing solutions?
- What is the overall functionality of the office printer I intend to invest in? Who will be using the printer on a regular basis?
Before settling on a new business printer or multifunction printer (MFP), determine which printing capabilities are necessary for your office print jobs. Common printers that are suitable for office printing include:
Inexpensive. Traditional. Ink cartridges included. Ideal for smaller print jobs and at-home printing.
Lasers that work with toner. Improved accuracy. Optimal for larger printing jobs. More expensive than inkjet printers.
Color or Monochrome?
Before choosing between color or monochrome printing, your nonprofit or association should assess its needs and the type of documents the staff prints on a daily basis.
Unlike a graphic design firm where a color printer is essential, a monochrome printer might meet the needs of your office. However, if you a printing fundraising campaigns or membership promotions, color might be critical.
Your office should also consider the cost of supplies needed to keep the printer in optimal condition and running smoothly. Over time, the investment of ink will often outpace the investment of the printer, which is why it is essential to determine if a color or black-and-white printer is right for your specific needs.
When choosing a printer, your nonprofit or association should determine which features are essential to performing the work that needs to be done.
Here are some features to consider:
Does your office regularly print in color? If so, it will need to seek an office printer that includes the ability to print in color.
Does your team intend to fax documents and receive faxes? Some printers include built-in faxing features to streamline the process. Be sure to research multifunction printers (MFPs).
Will your staff be printing on both sides of documents? If so, it will need a printer that supports double-sided printing.
Flexible Paper Size
Today’s printers provide the option of setting up print jobs based on paper size and type. Whether your office is using traditional 8″ x 11″, oversize pages, or smaller card stocks, finding a printer that allows different print settings is imperative.
Scanning to the Cloud
Is your organization looking for a way to upload, share, and store documents in one central location? Search for a printer with cloud support.
Wireless connections and security matter, especially when it comes to securing sensitive records. Compare options to find a printer that provides the connection and level of protection your team needs.
Investing in the right office printer does not need to feel confusing or overly complicated, especially once you are familiar with your options.
Higher Information Group offers a vast line of multifunction printers from the top brands that copy, print, scan, and fax, from Canon, Toshiba, Lexmark, and HP.
If you’re ready to empower your staff with smart & secure devices that can help to transform your processes and enhance collaboration, talk to one of our experts today!