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How to Pick a Printer: A Comprehensive Guide for Businesses

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Utilize this guide to help you find the best printer for your office, boosting operational efficiency and overall productivity.

Determining how to pick a printer can be challenging, as printer technology is an oversaturated market. For most businesses, a simple desktop printer will not cut it. Navigating the landscape of multifunction printers and other advanced options can be overwhelming but necessary for businesses looking to elevate their print operations.

Furthermore, different industries have unique needs. BDS serves diverse sectors in New England and Florida, from legal, healthcare, education, and construction. Each industry has unique printing needs; understanding these requirements will help you make an informed choice.

Understanding Your Business Needs

Assessing your business’s printing requirements is critical before discussing printer types and features. To begin this process, consider the volume of printing you typically conduct daily. Are you a busy enterprise printing extensive financial reports, legal documents, or other confidential information?

Or perhaps you are running a busy construction firm that requires high-volume printing for blueprints. Determining your needs before investing in your next equipment is an important first step to finding the best model for your office. Additionally, the type and volume of documents you handle will influence the type of printer you choose and its specifications.

For instance, high-energy legal firms often require superior color print quality to create engaging presentations and contracts. In contrast, healthcare facilities may instead focus on speed and accuracy for patient records. Every industry is different, so understanding your unique challenges and requirements can bring you one step closer to finding the best solution. And the best part? You do not have to do it alone when you partner with BDS!

Printer Types and Their Applications

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It is nearly impossible to cover the entire landscape of printers available in this one article. However, we can offer the most popular and competitive printer options with a proven record of accomplishment and success in various offices. Multiple printers are designed for specific tasks, and understanding these popular options may help guide your decision.

Inkjet Printers

Inkjet printers are a fantastic option for businesses that require high-quality color prints. These printers excel at producing vibrant images and detailed graphics. Additionally, the upfront costs of this type of printer are typically more affordable, making them attractive for smaller businesses or those with moderate printing requirements.

Laser Printers

Laser printers may be the best choice if your business demands high-volume printing with faster output speeds and high attention to detail. These printers are particularly suited for environments where text-heavy documents are the norm. They tend to have a higher upfront cost but are more economical overall, especially for businesses that print frequently.

Multifunction Printers (MFPs)

Versatility is the superpower of multifunction printers. We cannot rave enough about how these versatile devices can help upgrade your office to new heights. The MFP combines printing, scanning, copying, and faxing in one device for the ultimate productivity and print solution. With these devices, you can save space and streamline workflows, making them an excellent choice for offices requiring multiple functions.

Large & Wide-Format Printers

Do you work in construction, architecture, or another industry that requires large-format printing? If so, there is no better choice than BDS’s selection of large and wide-format printers. These printers are critical for producing large documents and retaining superior quality. Whether you are printing a banner or blueprint, this printer can enhance your team’s productivity with a high-speed output.

What About Cost Considerations?

Printers are a considerable investment, but the investment does not have to be scary. In fact, with BDS’s flexible financing options, we make investing and paying for your printer easy and flexible. However, before getting started on your next printer lease or purchasing a certified pre-owned device, it is critical to evaluate your budget.

For instance, many small businesses prefer the flexibility in cost and lease terms that accompany leasing a device. A more established business may be more interested in ownership and the responsibility associated with maintaining a device independently.

When considering the cost of your next printer, remember that the upfront cost is just one component. Consider the cost of consumables such as ink costs, toner, paper, and maintenance. Without adequately considering these variables, you may invest in a device you cannot afford. BDS aims to provide sustainable solutions that meet your budget, not push it over the edge.

Our expert team will deliver the most fair and flexible finance options for your next printer investment.

Connectivity & Integration

Businesses are more interconnected now than ever, so having the ability to integrate your printer into your existing network and systems is paramount. Modern printers offered through BDS include wireless capabilities and features like mobile print to help your business stay competitive. With our mobile printing solutions, your employees can seamlessly print from various devices, including:

  • Laptops
  • Tablets
  • Smartphones

Integrating these advanced features can enhance productivity, allowing your employees to print from workstations without being tethered to a specific device. We believe that as technology continues to advance and revolutionize offices around the world, it is our duty to offer the most competitive solutions to help your business keep up with the changing landscape.

Print Quality & Speed

Print quality and speed should influence your decision when picking your next printer. When deciding, assess the resolution capabilities of the specific type of printer you are exploring. A printer with a higher DPI (dots per inch) will yield better results if your business requires high-quality color prints, such as marketing materials or photographs.

Speed is also essential, especially for businesses that operate under tight deadlines. Review the pages per minute (PPM) rating to gauge how quickly the printer can produce documents. Investing in a rapid-output printer can save time and enhance productivity in high-volume environments.

Future-Proofing Your Investment

It is essential to consider how your printer choice will stand the test of time. Look for models that offer upgradeable features or compatibility with the latest software solutions. This foresight can save you time from prematurely replacing your printer due to advancements.

More importantly, consider your business’s growth trajectory. If you anticipate increased printing needs in the future, investing in a printer that can scale with your requirements will provide long-term value for your business. BDS can help ensure that your next printer investment is sustainable and meets your future printing requirements.

Now that you know how to pick a printer for your business, it is not a one-size-fits-all endeavor. This is why we strongly recommend partnering with a winning team like BDS to help you explore our impressive portfolio of printers. By carefully assessing your specific needs and understanding the variety of options available, together, we can make an investment that supports your operational goals and enhances productivity.

To stay updated on the latest industry news and trends at BDS, follow us on LinkedIn, YouTube, Facebook, Instagram, and TikTok today.

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Written By:BDS
September 30, 2024
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About BDS:

BDS is an authorized office technology provider/reseller with corporate headquarters in Marlborough, MA, and offices throughout New England and Florida. Since 1978, we have supported local customers in Massachusetts, Connecticut, Rhode Island, New Hampshire, Vermont, Maine, and Florida with copier and printing solutions.
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