When it comes to office printers the choices seem endless.

How do you know which printer is best for your office?

What do you base this on?

In this article I’m going to try shed some light on the state of the union for office printers, wish me luck 🙂

1. Rent or Buy?

The choice to rent or buy comes down to your cash flow.

In the early stages of your business cash flow is king and laying out the upfront cost of a printer may not make sense for you.

This is when renting an office printer is appealing.

With a wide variety of office printers available and no big upfront costs to pay, renting a printer is the goto option for startups.

I’ll discuss the rental options in greater detail in point 2.

Now when buying you need not only consider the cost of the office printer, but also the running costs for paper, toner and maintenance, and printing speed considerations of course.

If you have a small office who tries to keep it digital, you may not need a full-blown top end printer, a entry to mid level will do.

If you’re a law firm or accountant however, you live in paperwork and will more than likely need quick printing as time is fine with those billable hours 🙂

2. Short Term vs Long Term Leases

Short Term Lease

You can rent an office printer for a day, week or month by month.

Your options really are as flexible as your requirements.

Who rents for a day you ask?

Mainly film crews and the like.

Just a side piece of trivial info there.

Long Term Lease

Long term printer rentals are typically for 30 to 60 months.

These are perfect for businesses in growth stages who want fixed monthly costs and a maintenance company to help should servicing be required, and it probably will be.

Again, there are a myriad of options for you to choose from, so start by listing your specific requirements for an office printer, so you don’t buy emotionally.

3. What printer is best for a small office?

The simplest way to answer this question is perhaps to first narrow it down to the two most popular brands of office printer, Canon and HP.

The Office Jet all-in-one printers from HP packs a lot of punch into one system.

Consider the following cool features:

  • Wireless printing from phone or tablet
  • Scan or fax up to 35 pages in one load
  • Print photos and text with rich colour
  • Halve paper usage with double-sided printing
  • The Canon IR 1133

    The big competitor to HP in office printers is of course Canon, with superb image quality and performance.

    Consider these stats:

  • Prints 33 ppm
  • Double sided printing
  • 500-sheet cassette
  • Supports multiple media sizes
  • Inexpensive toner replacement
  • At the end of the day it’s going to come down to your gut feel and specs on each.

    If you need help deciding, contact us.

    4. How much is an office printer?

    If you’re looking for a quality office printer you can expect to pay between R9,000 to R200K. It really is that wide a range depending on what your needs are.

    The best way forward in this regard is to contact a professional and get a printer recommended especially for your needs.

    Also keep in mind that you don’t need to purchase a new printer, there are excellent refurbished printers on the market too.

    These printers have been professionally serviced and typically come with a 5year service plan.

    5. Which printer has the cheapest toner?

    This is a great question as you will need to replace the toner from time to time and the last thing you want is a cheap office printer with costly toner prices.

    As a rule of thumb the printer toners from Canon are very reasonably priced, making them an exceptionally popular brand with small business owners.

    6. Inkjet vs Laser Printers

    The answer to this comes down to wether or not you need to print a lot of high quality colour images.

    Inkjet printers are the goto for this type of work. If you need a printer for small scale brochure printing, presentations and the like, then Inkjet produces better results.

    The downside with inkjet printers

  • Ink is super expensive
  • Print count is slower
  • Ink cartridges are maintenance heavy
  • Not great for volume assignments
  • Laser Printers on the other hand are a better option if you need to print a lot of office documents in mono colour. Laser printers are also much faster than inkjet printers and can handle bigger workloads for the most part.

    Cons for laser printers

  • Take a little longer to warm up
  • Toner leaks can be a nightmare
  • Cannot handle wide range of paper
  • Printers are slightly bigger
  • 7. What’s included in an all-in-one printer?

    What makes a good all-in-one printer?

    You might be thinking that an all-in-one printer means scan, copy and fax only, but you’d be mistaken, as a good all-in-one office printer should have these features:

  • Wireless
  • Scan, Copy & Fax
  • Print Speed above 15 ppm
  • Wireless is handy thanks to our mobile world where documents are sent to our phones and emails are opened accordingly. Having the ability to “send to printer” makes life a lot easier.

    The Print speed is also important as you don’t want a printer that’s too slow, time is money and a print speed of 15-19 pages per minute is preferred.

    If you need help selecting an all-in-one printer for your office, contact us today and let a friendly printer specialist assist you.

    If you have any further questions about office printers, be it to rent or buy, don’t hesitate to contact us, we’re more than happy to assist.

    We also recommend getting in touch if you want more information on printer maintenance, service options, upcoming specials and the like.

    PrinterRentals.co.za is a leading office printer supplier in the Cape Town area but can ship printers anywhere in South Africa.

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