Office Printing Solutions | Managed Print Provider

Choosing the right office printing solutions can make a big difference for your business. The wrong setup can lead to unnecessary costs, wasted time, and frustrated employees. The right setup can boost productivity, save money, and improve the quality of your printed materials. But with so many options available, how do you decide? Here’s our simple guide to help you evaluate what printing solutions are best for your business.

7 Steps to Evaluating Your Office Printing Needs

Step 1: Understand Your Office Printing Needs

Before making any decisions, take a close look at what your business actually prints. Use this checklist of questions to get started on assessing your printing needs:

• How much do you print? Analyze how many pages your team prints in a week or month. This will help determine whether you need a small office printer or a larger, high-volume machine.
• What do you print? Are you printing primarily plain black-and-white documents, or do you need high-quality color prints for presentations or marketing materials?
• How often do you print? If your printing needs are occasional, a basic printer might work. But for frequent use, you likely need a more durable multifunction device.
• Who needs to print? If you have multiple employees who need access, you might want a shared printer or a networked solution. If many individuals or departments have smaller printers currently, consider whether consolidating to one more efficient printer might make more sense.

Understanding these basics will narrow down your options and make it easier to match a printer to your needs.

Step 2: Consider Underlying Costs

Printing costs go beyond the price of the printer. You also need to consider:

• Ink and toner: Look at the cost of cartridges and how often they need replacement. Some printers are cheaper upfront but may have more expensive ink or toner costs.
• Paper: Think about the type and quality of paper you’ll need for your documents.
• Energy use: Some printers are more energy-efficient than others, which can lower overall electricity costs.
• Maintenance and repairs: Find out if the printer you’re considering requires regular service and the typical expense of repairs.

Many businesses find it helpful to calculate the total cost of ownership (TCO). This adds up all the costs - printer price, toner, paper, and energy - over the life of the printer to see which option is truly the most cost effective.

Step 3: Explore Features

Printers today offer a wide range of features. As your business has evolved, some of these features may now be necessary for daily operation. Consider the following:

• Multifunction capabilities: Many modern printers can also scan, copy, and fax. If you need your printer to do more for you than just make copies, a multifunction printer (MFP) might be the best choice.
• Wireless printing: If your team works from laptops, tablets, or smartphones, look for a printer with wireless connectivity.
• Security features: For businesses that handle sensitive information, such as healthcare information, client data, or financial documents, printers with authentication and encryption security features are a must.
• Duplex printing: This allows the printer to print on both sides of the paper automatically, saving paper and reducing waste.
• Speed: If your office prints a high volume, you’ll want a printer that can handle jobs quickly without sacrificing quality.

Make a list of the features your business needs now and consider ones you might need in the future, so your printing equipment scales with your company as it grows.

Step 4: Consider Managed Print Services

If your business struggles with high printing costs or frequent maintenance issues, you might benefit from managed print services (MPS). These programs are designed to handle all aspects of printer fleet management, including:

• Regular and proactive printer maintenance
• Monitoring and restocking supplies like ink or toner
• Optimizing your printer setup for cost efficiency

MPS can help reduce costs, improve productivity, and free up your team to focus on other tasks.

Step 5: Assess Your Office Space

Before buying any printer, think about where it will go in your workplace.

• Size: Make sure the printer fits comfortably in the available space. Larger machines may need their own area.
• Accessibility: Position the printer where it’s easy for employees to access without disrupting others.
• Noise level: Some printers are noisy, which could be distracting in a small or quiet office.

Matching the printer’s size and features to your office layout ensures a successful installation and smooth workflow.

Step 6: Read Reviews and Test It Out

Once you’ve narrowed down your printer brand and provider options, read reviews to see what other businesses think about the printers and vendor partnerships you’re considering. Look for feedback on:

• Reliability
• Ease of use
• Print quality
• Customer support

If possible, request a print assessment or demonstration from the print provider. This will give you a better idea of how it operates and whether it’s the right fit.

Step 7: Look to the Future

Finally, consider recent office equipment trends and how your printing needs might change in the future. If your business is growing or adding locations, you need a printing program that can scale with you. Investing in a more advanced model or a managed print service now could save you money and headaches later.

Final Thoughts on Evaluating Office Printing Solutions

Choosing the right office printing solution doesn’t have to be overwhelming. By understanding your needs, considering costs, exploring features, and planning for the future, you can find a printing solution that helps your business run smoothly and efficiently. Take the time to research and compare your options as your perfect printing solution is within reach!

EO Johnson’s team of expert industry professionals can develop a total print management strategy for your organization’s printing, scanning, faxing, and other office equipment needs. Let’s work together to proactively identify the printing solutions that are right for your business. Contact us today.