We are spoilt for choice when it comes to printer variety. Some are better than others when it comes to meeting your specific business needs. So this article looks at the top 4 factors you should consider when shopping for the next printer for your office.
It should be efficient at using resources
There are printers today that are very environmentally friendly and will offer the best pages per cartridge ratio. Some are able to manage your documents so that instead of leaving the last line on a new sheet of paper, it will intelligently suggest a different font size so that everything fits into an optimal number of pages (double-sided). Whatever features you choose, make sure it is something that will be used to help you cut cost on supplies.
It should be secure
Security is a big factor today. Do you employees print sensitive documents and then absent-mindedly left them in the tray? Is your printer connected wirelessly and insecurely to the office wifi network that is opened to the public?
Studies show that 43% of cyber attacks target small businesses and one of the most vulnerable equipments in the office is the printer. Before you choose your next printer, make sire they have the following features:
- Authentication options ensure that the printer will only release documents when users enter their PIN or swipe their badge at the machine.
- Print encryption protects your data as it moves, ensuring it is safe from creation to destination.
- Password protected scanning allows you to password protect your PDFs so that only authorized people can access the data they contain.
- Document collection alert. This reminds employees to pick up their printout from the trays so that sensitive information are not left lying around.
It should be accessible
We are working out of the office nowadays and our printers need to be able to adapt to our new work style. Printers should have apps that can tell you supply consumptions, print jobs, print queue and allow you to print wherever you may be.
But for all these connected features to work, the printer must first be easy to configure. Look for one with attached screens or remote setup so that you won’t have to rely on the frustratingly old fashioned way of pressing buttons repeatedly with the right sequence and reading blinking LED lights.
It should be easy to troubleshoot
Printers are finicky devices and they break down a lot. Look for one that is commonly available so that you know when it comes to troubleshooting, you are not alone and you can rely on online resources to help you get the printer back up. Also parts are more readily available and therefore cheaper in some situations. But if you need more help with trouble shooting our printers, you can refer to our handy articles right here on our blog.