Every office depends on a printer at some point. Whether it’s for printing out meeting notes, contracts, or shipping labels, having the right printer can simplify your daily work. But choosing a printer is more than picking the most popular one—it's about getting the right match for your business needs.
This guide highlights the key things to consider before you invest in a business desktop printer.
Why Office Printers Still Matter
While cloud systems and digital workflows continue to grow, printers remain relevant. Offices still need printed documents for:
- Legal paperwork that requires physical signatures
- Marketing materials or sales handouts
- Internal memos, reminders, and schedules
So, having your own printer means speed, flexibility, and less dependency on outside print services.
What to Look for in Office Desktop Printers
Not every printer fits every office. Keep these features in mind:
Speed and Capacity
- Light-duty: 20–30 pages per minute (PPM)
- Heavy-duty: 40+ PPM with high monthly output
Long-Term Costs
A cheap printer may end up costing more later. Look at:
- Cartridge pricing
- Maintenance needs
- Cost per page
Easy Connectivity
Modern printers should connect easily:
- USB and Ethernet for direct setups
- Wi-Fi or Bluetooth for wireless printing
- Cloud support for remote print jobs
Security Tools
If you're sharing your network, printer security matters:
- Secure print release
- User-level access control
- Data encryption
Is a Refurbished Printer a Good Idea?
Yes—especially if you need to cut costs.
Why They Work:
- Budget-friendly
- Tested for reliability
- Better for the environment
Things to Check:
- Is the seller certified?
- Does it come with a warranty?
- Is it compatible with your systems?
Refurbished office printers are a smart pick for growing businesses or satellite teams.
Inkjet vs. Laser: Which Is Right for You?
Inkjet:
- Best for color prints and photos
- Lower upfront cost
- More frequent refills needed
Laser:
- Ideal for text documents
- Higher upfront but lower running costs
- Faster and more durable for office use
Most businesses find laser printers more suitable for regular tasks.
Multifunction vs. Basic Models
Multifunction Printers (MFPs):
- Print, scan, copy, and fax
- Useful if your office needs more than just printing
Single-Function Printers:
- Focused on high-quality printing
- Fewer moving parts, often more durable
Pick based on how your team works every day.
What is Printing Management Software?
Printing management software helps offices manage what, how, and who prints.
Features:
- Track print volumes
- Control access per user
- Connect with cloud storage
- Set print limits
Benefits:
- Saves money and paper
- Keeps data secure
- Improves team accountability
It’s a simple way to improve your print environment.
Printing with the Planet in Mind
Want to make your printing more sustainable?
- Use duplex (double-sided) printing
- Choose printers with eco-modes
- Buy energy-efficient models
- Recycle your cartridges
Green printing helps both your costs and the environment.
Your Printer-Buying Checklist
Before you commit, go through this list:
- What’s our monthly print volume?
- Do we need color or just black and white?
- Are replacement supplies affordable?
- Does it support our existing software?
- Who will help if something goes wrong?
A clear checklist keeps your buying decision simple and smart.
Maintaining Your Office Printer
A few minutes of care can add years to your printer’s life:
- Clean rollers and trays regularly
- Use recommended ink or toner
- Keep the printer in a dust-free area
- Update drivers and firmware when available
Good maintenance reduces breakdowns and keeps prints crisp.
Signs It’s Time to Replace Your Printer
If your printer:
- Frequently jams
- Is slow or noisy
- Eats up supplies too fast
- Doesn’t work with current software
…it’s probably time to upgrade. Don’t wait until it stops working entirely.
Helpful Buying Tips
Before you place that order:
- Read reviews from other business users
- Ask about setup assistance or support
- Look into exchange or upgrade programs
- Confirm warranty terms
Choosing the right vendor matters as much as choosing the right printer.
Final Word
A well-chosen business desktop printer saves time, reduces costs, and keeps your workflow smooth. With so many options out there—from multifunction to refurbished models—it’s worth taking a closer look at your actual needs.
For businesses that need reliable refurbished office printers or want to implement smart printing management software, Next Tech offers tailored solutions and trustworthy service to support your team.