Technology is making life simpler and easier on the one hand while making choosing the right product more difficult on the other. When it comes to selecting the right printer/copier/scanner or an all-in-one machine for your business requirements, there is a huge checklist with points such as energy-saving capability and efficiency gains by allowing more to be done in-house right at the top.
Ceirah Hutchison, Marketing Executive of Oki Middle East, lists some other considerations.
Cost of ownership: One has to consider the additional costs before buying a printer such as consumables (toner, image drum, etc.) and media besides the initial cost of buying the machine.
Speed: It is very important because time is a valuable factor. So when buying a printer one should consider how fast it is and whether this speed is good enough for their business requirements.
Management: It is important to be able to use and control your equipment. Consumers should make sure the tools required are available and are of network compatibility.
Media flexibility: Another factor is function. Keep in mind that your business may require a product that is able to print on irregular media such as CD labels, and business cards.
Cost considerations
The type of printer — laser or inkjet — can make a huge difference to costs. “Laser has higher acquisition cost but lower cost per copy vis-à-vis inkjet, which has lower acquisition cost but higher cost per copy,” says Ashish Panjabi, Jacky’s Chief Operating Officer.
He also explains that colour printers and laser printers have become a lot more cost-effective but if you don’t need colour, then there is no point paying for colour toners.
“Mobility is also of importance especially if you have a Wi-Fi network setup or use mobile devices such as smartphones or tablets. If you intend to print files from the devices you may want something that is wireless,” says Panjabi.
Once you have established your needs, the next step is to make a list of these requirements. Rajagopal S., General Manager, Techserve recommends anticipating usage volume on the machine and scope of organisation expansion. If growth is a possibility, ask yourself how many employees will be added in the next few years? What features will be required? What are the finishing options, machine access security requirements and accounting procedures on your list? Consider these while printer shopping.
Another thing to look out for is the availability of supplies. There is no point buying a printer if you need to struggle to find toners and cartridges in the long run.
Multitasking products
For a lot of businesses the need of the hour might be a one feature printer. However, Panjabi says a multifunction device is better. “The difference in cost between single function and multifunctional printers is marginal, but the ability to scan or copy documents instantly makes it worth the few extra dirhams. Wireless is good if you use mobile devices or have multiple users accessing a printer as they don’t need to connect to a USB cable or connect onto a LAN network in case you want to print.
“Photo printers are good if you tend to print a lot of pictures but be forewarned, printing pictures is a time-consuming process and it may sometimes just be quicker to pop down to a local photo lab and print your pictures there. Also, there is little point in buying a photo printer if you don’t invest in photo paper,” says Panjabi.
Hutchison adds, “Know your hidden costs, which include consumables. If you are short on space, then look at a multifunction printer but be sure to also look at what kind of soft tools are provided to help you manage your documents in the scan and copy functions. Think about nontraditional brands and do your research. This will help you look past the label and perhaps find one that does the job without all the fuss.”
Reliable resources
Bittu Matam, Product Manager, Canon Middle East, says, “Reliability and technology of the product are key. One must also look at the running cost of the product and the ease of use of the features on the product. Do not forget to check out facilities for servicing the product and the extended warranty options. It’s always good to have options for your machine, if the workload increases because of expansion. Also look at mobile printing/Wi-Fi enabled/cloud computing options and print management software choices available.”
A wide range of products are now available from different brands at various prices and are sure to satisfy your business needs once you have identified what you want.
