Choose a printer around the work your business actually does each week, not just the machine specification.
A small business may only need a simple printer for everyday documents, or it may need a shared multifunction device that handles printing, copying and scanning for several people. The right choice depends on how the equipment will be used, where it will sit, who will look after it and what problems would slow the business down.
Start With the Documents You Produce
Before comparing printers, list the documents your business creates regularly.
These may include:
- Invoices
- Quotes
- Letters
- Delivery notes
- Reports
- Forms
- Labels
- Customer documents
- Internal records
- Staff paperwork
- Marketing handouts
- Scanned paperwork
This helps separate essential features from features that sound useful but may rarely be used.
For example, a business that mostly sends documents by email may not need the same setup as a business that prints customer packs every day.
Decide Whether One Shared Device Is Enough
Some small businesses work well with one shared printer. Others need more than one device because staff work in different rooms, handle different tasks or need access at the same time.
Think about:
- How many people will use the printer
- Whether staff need to walk far to collect documents
- Whether several people print at busy times
- Whether customer-facing documents need to be produced quickly
- Whether private office documents should be printed away from shared areas
- Whether scanning is needed from more than one location
A single shared machine can be easier to manage, but it should not create delays for staff who rely on it throughout the day.
Compare Desktop Printers and Multifunction Devices
A desktop printer may be suitable where the business only prints occasional documents.
A multifunction device may be more useful where staff also need to copy, scan, send documents by email or handle larger batches of paperwork.
Ask whether the business needs:
- Print only
- Print and scan
- Copying
- Double-sided printing
- A document feeder
- Several paper trays
- Network access for more than one user
- Support for laptops or mobile devices
- Basic finishing such as stapling
Avoid choosing a larger device just because it has more features. The best option is the one that matches regular work without adding unnecessary complexity.
Think About Where the Printer Will Go
The location of the printer can affect how practical it is to use.
Check:
- Whether there is enough space around the machine
- Whether paper trays can open fully
- Whether staff can reach it easily
- Whether it will be too noisy for the area
- Whether power and network connections are available
- Whether customers or visitors can see printed documents
- Whether deliveries of paper and toner can be stored nearby
A printer that fits the office layout will be easier for staff to use and easier to maintain.
Check Who Will Manage Supplies
Small businesses often lose time when nobody is clearly responsible for toner, paper, faults or setup.
Before choosing a printer, decide who will deal with:
- Ordering toner
- Replacing toner
- Loading paper
- Clearing simple paper jams
- Reporting faults
- Installing printer software
- Adding new users
- Keeping spare supplies available
If the business does not want to manage these tasks internally, ask suppliers what support options are available and what is included.
Look at the First-Year Cost
The price of the printer is only part of the first-year cost.
When comparing options, include:
- Equipment cost
- Toner or ink
- Paper
- Delivery
- Installation
- Setup
- Support
- Repairs
- Replacement parts
- Any ongoing service charges
A cheaper machine may not be the best option if supplies are expensive or if staff spend too much time dealing with faults.
Use the same assumptions when comparing each option so the figures are easier to judge.
Avoid Buying for Rare Jobs
Some businesses choose a larger printer because they occasionally need unusual jobs such as larger paper sizes, booklets, thick card or high-volume batches.
Before paying for those features, ask how often they are really needed.
If a task only happens occasionally, it may be better to handle it separately rather than buying a machine around rare work.
Focus first on the documents the business produces every week.
Check Scanning Requirements
Scanning can be just as important as printing.
Ask where scanned documents need to go:
- Shared folders
- Cloud storage
- Accounting software
- Customer records
- Project folders
- Staff files
Also check whether staff need to scan one page at a time or batches of documents.
A document feeder can save time where several pages need to be scanned together. Clear scan destinations can also reduce mistakes and make files easier to find later.
Make Sure It Works With Your Devices
Before choosing equipment, check which devices need to print.
These may include:
- Office computers
- Laptops
- Tablets
- Staff-owned devices
- Cloud-based systems
- Accounting software
- Booking or job-management systems
Ask suppliers how the printer will be set up and who will handle the installation.
The answer should be clear before the equipment arrives.
Prepare a Simple Printer Brief
Before asking for quotes, write a short summary of what the business needs.
Include:
- Number of users
- Main document types
- Estimated monthly printing
- Colour or mono requirement
- A4 or A3 requirement
- Whether scanning is needed
- Where the printer will be placed
- Devices that need to connect
- Any software that prints documents
- Support expectations
- Any current printer problems
This helps suppliers recommend equipment based on the business rather than guessing from a basic enquiry.
Questions to Ask Before Choosing
Use these questions when comparing options:
- Is this printer suitable for the number of users?
- Can it handle the documents we print most often?
- Is scanning included?
- How easy is it to add new users?
- What supplies will we need to keep in stock?
- Who provides support if it stops working?
- What is included in the setup?
- What are the likely running costs?
- Are there any features we are paying for but unlikely to use?
- What happens if our printing needs increase?
Compare Small Business Printer Options
The most useful quote is one based on how your business works day to day.
Prepare your requirements, compare the full cost and ask suppliers to explain why the proposed printer or multifunction device suits your office.
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