When it comes to business printing, bigger isn’t always better, and the cheapest option isn’t always the smartest choice. The best solution is the one that works for you.
Remember Goldilocks and the Three Bears? She tried three bowls of porridge, three chairs, and three beds before finding the ones that were just right.
Choosing a business printer can feel surprisingly similar.
Go too small, and your team might spend more time dealing with printer problems than getting work done. Go too big, and you could end up paying for features you’ll never use.
So, how do you choose a business printer that’s just right?
It starts with understanding how your team works, what you print, and what you actually need from your equipment.
At Applied Innovation, we’re not here to sell you the biggest machine in the showroom. We’re here to help you find the right fit.
Let’s meet the three printers.
Printer One: The Basic Office Printer
“We just need something that prints.”
For some businesses, printing is an afterthought. They need a machine that prints documents, makes copies, and scans a few pages. As long as it works, they’re happy.
And sometimes, a simple solution really is all you need.
But what happens when your team grows? When your printing needs increase? Or when employees start spending more time troubleshooting equipment than getting their work done?
A machine that once met your needs might no longer be the right fit.
Choosing equipment based only on the basics can lead to limitations down the road. You might end up with a device that struggles to keep up, lacks important features, or costs more to operate than expected.
The takeaway: Simple doesn’t have to mean settling. The goal is to find a printer that meets your needs today without holding your business back tomorrow.
Printer Two: The High-Volume Production Printer
“We need the biggest machine available.”
On the other end of the spectrum, some businesses believe bigger is always better. They want the fastest machine, the most features, and all the latest technology.
After all, more equipment must mean more value, right?
Not necessarily.
A high-volume production printer may be perfect for a business printing thousands of pages every day. But for an office that primarily handles everyday documents, that same machine could be more than they need.
Extra capacity and features don’t automatically translate to better performance. If your business isn’t using them, you could be paying for capabilities that add little value to your daily operations.
And let’s not forget your team. A machine packed with features isn’t much help if employees need a manual and a little luck just to scan a document.
More technology isn’t always the answer. The right technology is.
The takeaway: The most expensive or advanced option isn’t automatically the best investment. What matters is whether the technology makes your team’s work easier.
Printer Three: The Right Printer for Your Business
“We need technology that fits the way our business works.”
Now we’re getting somewhere.
Instead of starting with a specific machine or price point, this business starts by asking the right questions:
- How much do we print?
- What types of documents do we produce?
- How many people use our equipment?
- Are there security concerns?
- Are we spending too much on supplies or dealing with frequent service issues?
These questions help uncover what the business actually needs.
For one company, the answer might be a reliable multifunction printer that handles everyday printing, copying, and scanning.
For another, it could be production print technology designed for high-volume output.
A growing business might benefit from print management software that provides better visibility into usage, costs, and security. Or perhaps Managed Print Services could take printer maintenance and supply management off the team’s already-full plate.
There isn’t one solution that works for everyone. That’s exactly why understanding your business matters.
At Applied Innovation, we look beyond the machine to understand how your team works, where challenges exist, and what you want to accomplish. From there, we can help identify technology that makes sense for your operation, budget, and future goals.
The takeaway: The right printing solution isn’t necessarily the biggest or the cheapest. It’s the one that helps your team work efficiently without paying for features you don’t need.
How to Choose the Right Business Printer
Finding your business’s “just right” starts with understanding what’s happening in your office today and what you’ll need from your technology tomorrow.
Here are five things worth considering before choosing your next printer or copier.
1. Understand Your Printing Habits
How much does your team actually print? Are you producing everyday office documents, colorful marketing materials, or large volumes of customer paperwork?
Look at your print volume, document types, and how employees use your equipment. A clear picture of your daily needs helps you avoid choosing a printer that’s too small, too large, or simply not suited to the job.
2. Look Beyond the Price Tag
The purchase price is only one piece of the puzzle.
Supplies, maintenance, service, energy use, and downtime can all affect what your printing environment costs over time.
A less expensive printer might seem like a bargain until you’re constantly replacing supplies or dealing with service issues.
Understanding the total cost of ownership can help you make a smarter investment.
3. Think About Your Team's Workflow
Your printing equipment should make work easier, not create extra steps.
Consider how employees print, scan, share, and manage documents throughout the day.
Would faster scanning save time? Could secure printing help protect sensitive information? Would a multifunction device eliminate the need for several separate machines?
Sometimes, the biggest improvement isn’t how quickly a printer produces a page. It’s how much easier it makes the work happening around it.
4. Plan for What's Next
The right printing solution can make a measurable difference.
Take Oakland Community College, for example.
With more than 500 printers and copiers across campus, managing supplies, maintenance, and downtime had become a challenge. The college’s IT team was spending valuable time dealing with printer issues instead of focusing on other important projects.
Applied Innovation helped simplify the college’s print environment through Managed Print Services, taking responsibility for printer maintenance and supplies while helping the school make smarter use of its equipment.
The result?
An immediate 20% savings on supplies, increased uptime, and more time for the IT team to focus on critical initiatives.
It’s a great reminder that finding the right fit isn’t always about getting a bigger or better printer. Sometimes, it’s about finding a smarter way to manage the equipment you already have.
It’s a great reminder that finding the right fit isn’t always about getting a bigger or better printer. Sometimes, it’s about finding a smarter way to manage the equipment you already have.
A Few More Questions Before You Choose
What’s the difference between an office printer and a multifunction printer?
A standard office printer handles printing, while a multifunction printer combines printing, copying, scanning, and sometimes faxing in one device. The right choice depends on how your team works and which features will make everyday tasks easier.
How do I know if my business needs Managed Print Services?
If your team spends too much time ordering supplies, troubleshooting printers, or managing printing costs, Managed Print Services may be worth exploring. These services can help simplify maintenance, improve visibility into printing expenses, and keep your equipment running smoothly.
Find Your Just-Right Printing Solution
Goldilocks didn’t find what she needed by choosing the biggest option or settling for the first thing she tried. She found it by figuring out what worked for her.
Businesses can take the same approach to printing.
At Applied Innovation, our goal isn’t to put the biggest copier in your office. It’s to help you find technology that supports your people, fits your budget, and keeps your business moving.
Whether you’re replacing an outdated printer, planning for growth, or looking for ways to manage printing costs, we’re here to help you find the right fit.
No guesswork. No unnecessary bells and whistles. Just technology that works for you.
Ready to find the printing solution that’s just right for your business?
Let’s talk about your printing needs and find your perfect fit.