An office uses their printer continuously throughout the day, putting heavy workloads on the machine itself. In the interests of efficiency and speed, you want to guarantee that your printer will be able to handle anything that an employee needs on a daily basis.
While it may be tempting to choose the most cost-effective solution to your office printing needs, purchasing a multifunction printer that can meet all of your needs will allow for more effective workplace practices, increased productivity, and an easier workday for all. Below are features that the printer in your office should have.
1. Laser printing
The two most common types of printers are inkjet and laser. Inkjet printers are slower and use ink best suited to photos and coloured documents. A laser printer is unbeatable in the workplace as it is built to accommodate the demands of a workplace that use it regularly.
Laser printers print faster, usually between 15 and 100 pages per minute compared to an inkjet printer that is only able to print about 16 pages per minute. While a laser printer will cost more up front, the toner that the printer uses is cheaper and prints a significantly larger amount than the cartridges that an inkjet printer uses.
2. Scanning capability
Scanning documents may not be a task an employee completes on a daily basis, but it is a feature that most are happy to have once they need it. An office printer should have an option where you can scan in high resolution as you want the recipient of the scanned document to be able to read it clearly.
If your company often scans multi-page documents, an automatic document feeder would be best as opposed to a machine that requires you to feed each page separately. Documents that are scanned can also be saved in the printer’s hard drive to be accessed easily at a later date. This is especially helpful with documents that are required and printed regularly.
An option to consider when looking at your scanning needs is optical character recognition (OCR) that is capable of converting printed characters into digital text, allowing employees to edit the document in a word processing program after it is scanned. This feature would be helpful for teams working from one common document on an ongoing basis or if a user notices an error in a document, presentation, or spreadsheet it can be corrected quickly and easily.
3. Sorting option
Sorting, also known as collated printing, is the process where the machine can arrange print orders so documents are printed in sets. This means that employees no longer have to manually sort multi-page documents and confirm that they are in the right order. The printer scans the whole document and makes separate documents that are guaranteed to be sorted correctly. This would be a beneficial feature for your business as it is helpful in printing reports, spreadsheets, and presentations that will be dispersed to employees.
The printer’s ability to sort documents into individual copies will allow for increased efficiency and productivity as employees will not be required to sort manually and will be able to move on to other duties. The sorting option also usually entails a stapling option where your documents can be stapled in a location specified by the user, saving you the time it takes completing this task by hand.
4. Network connectivity
It is crucial that your office printer has network connectivity. This feature allows multiple computers to access the printer and send documents to the machine to be produced. Network connectivity will allow for efficiency and convenience because without it, the printer can only be accessed by one single computer.
This could lead to issues with employees waiting to access the printer and as a result, delays and increased workloads. This will also prevent you from having to buy individual printers for every employee and will minimize costs regarding repair and maintenance.