How to Choose the Best Printer for your Office Needs


The sometimes overwhelming choice of printers available can make it difficult to choose the unit which will benefit the users in the offices and keep the accounts department happy. Here we explore the key points you have to consider when choosing the perfect printer for your office.

Necessary Functions

The first step is to determine the functions you’ll require from the printer. Most modern multifunction printers are capable of performing print, copy, scan and fax jobs although these will often come at a higher price than a unit with a single responsibility. Determine how likely and regularly you will be using the copy, scan and fax functions, because it may be more cost-effective to eschew a multifunction printer in favour of investing in a specialist single-use unit.

Connectivity Options

You’ll need to consider the connectivity options of your perfect printer and the number/types of devices which will be used in tandem with the unit. If you are looking for a networked printer which can support 10 wireless PC connections, it is important to check for a robust network printer.

If your office uses a number of Apple products, it may be preferable to selection a printer which supports Apple’s AirPrint service which allows for intuitive use across iPads, iPods and Macbooks.

However, if the printer is planned for use with just one unit, it may be more cost-effective to invest in a printer with simple USB connectivity.

Output Volume Demands

Optimising your printer choice to the necessary volume of output can help you select a unit best suited to the needs of your office. Estimate the current monthly output of the office and measure this against the monthly duty cycles of the printers you are looking at. If your office prints 10,000 sheets a month, it is unsuitable to select a printer with a monthly duty cycle less than this amount.

Investigating the page per minute speed of printers can also help you identify which printers would be best suited to environments which require a large immediate printed output.

Additionally, it is important to check the paper tray capacity. It is unlikely that your team will be enamoured with a printer they have to refill more than once a day so select a printer with a tray capacity which accommodates your typical daily output.

Type of Ink

Different forms of printed output benefit from different types of ink, so it is important to optimise your choice in line with your output. Printers which use monochrome inks are often the most affordable option for offices which only require black and white prints of reports and official documents.

Colour laser inks can help support an office which require colour prints without the need for photo-realistic, glossy output. Printers using inkjet technology are often the best suited for companies which require photo-realism, such as media and publishing firms.

Trusted Stockist

Growing businesses may need to invest in a high volume of printers over the years, so it is often preferable to develop a relationship with a trusted stockist. Researching independent reviews through tools such as TrustPilot and Feefo can help businesses identify trusted specialist stockists and develop an ongoing relationship. is currently TrustPilot’s top rated printer retailer in the UK with a score of 9.8 out of 10 over more than 1,500 reviews.

A Final Word on Budgeting

When budgeting for a printer, it is important to factor in the long-term costs as well as the immediate spend. Consumables such as ink and toner will need to be purchased on a semi-regular basis, so it may work out more cost-effective in the long-term to buy a more expensive printer supported by more affordable inks.

Additionally, energy efficient printers can help reduce the amount of electricity used by the unit in the long term – reducing utility bills (and benefitting the environment).


About Mohit Tater

Mohit is the co-founder and editor of Entrepreneurship Life, a place where entrepreneurs, start-ups, and business owners can find wide ranging information, advice, resources, and tools for starting, running, and growing their businesses.


  1. Christophe Carlier says

    Thank you, this article has been very informative. I am currently looking for a multi-functional printer for my office because I know they are very useful. I will regularly use the printer, copier, scanner and I will even fax some documents as well. Some printers can be expensive, but I appreciate the advice you have given. You mentioned that it is important to factor in the long-term costs as well as the immediate spend. Thanks again!
    -Chris |–multi-function-units

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