When you’re setting up a new office, one of the most important pieces of equipment to consider is the one that will be doing all of the copying, printing, scanning, and faxing of documents. It would be easy to think that you could finally get away with a paperless office, but that dream is still just around the proverbial corner. For now, paper is the game, and flexibility is the best strategy. The remaining element of the game is the equipment of choice. For a new and small business, you’ll want an all-in-one, or multifunction printer, which combines several or all of the above functions in a single machine, and which results in significant cost savings over time versus outsourcing to copy shops. Even if you don’t expect to use all of the machine’s features every day, it’s worth it for those few times when you do actually need to send a fax immediately.

How To Choose Your Multifunction Printer

Several factors should be considered when choosing the right machine for you. Keep in mind that flexibility often comes at the expense of efficiency. As your business expands, and your document processing needs increase, a single multifunction printer won’t be able to keep up as well as multiple dedicated machines will. At any rate, your primary consideration should be the size of your business itself and your anticipated needs for paper processing. The ideal machine for your office should be able to hold at least three times more paper than your office uses each day, including if you use more than one type or size of paper. Consider also whether you’ll need a color printer, or just a monochrome LaserJet, which will be less expensive. If you’ll need to print photos or eye-catching graphics, then you should definitely go for color.

Examples Of Printers You May Want

An example of a solid printer that can handle everything you’ll want to do, and in color, is the HP LaserJet Pro 500 color MFP M570dn.

Conversely, the HP LaserJet Pro MFP M130fn is a powerful but simple and inexpensive multifunction laser printer, suited for a small office in need of a fast black and white printer/copier.

Your accountant, in consultation with others on your staff who would also most often utilize the device, will be especially well-suited to making the decision as to which machine is optimal for your office’s needs. This is because the ongoing costs of maintenance and consumables like paper, and especially the ink or toner, will be far greater than the price of the printer itself. The accountant will be able to extrapolate those needs and their costs into the long-term office budget.