How to Choose the Right Compact Printer for Your Office

Black and white or color? Multi-function or A4? When it comes to compact printers, we can help sort through your options

Office equipment typically comes with a hefty footprint. That’s not a problem if you conduct business in a large office. But for smaller workspaces with limited square footage, bulky printers aren’t an option. On the other hand, many consumer models simply can’t keep up with the demands of the modern workplace. This makes properly equipping smaller office spaces challenging.

The solution: Compact printers designed with productivity in mind. In addition to space savings, compact printers are generally more budget-friendly and require less complex upkeep. Of course, compact printers come in a variety of models with myriad features. To figure out what type is right for your workspace, these are the factors to consider.

Need more information about printer features? Check out our comprehensive guide, A Buyer’s Guide to Printer Types.

Single function vs. multifunction

Compact printers are versatile. Their small frames hide a surprising multitude of features and capabilities. Some can even scan and copy, replicating the functions of enterprise-grade equipment without the bulk. The first question you should ask yourself is about your usage: Is a single-function printer enough, or should you choose a compact all-in-one printer?

It might be tempting to choose the option with more capabilities just in case. Keep in mind that multifunction printers usually come with a higher price tag than their single-function counterparts. That price is worth it if you’re going to make use of the additional functions — having a compact printer scanner on hand can save time and money in the long run. However, if scanning, copying, and faxing aren’t priorities, that budget can be better reallocated elsewhere. Analyze the scope of your office’s printer usage and let that guide your decision.

Laser vs. inkjet

The next decision on your journey to stocking your office with compact printers: What printing technology should you utilize? Inkjet printers, as their name implies, use ink cartridges to print. Laser printers utilize toner and a laser beam to create text and images on paper. Both types have benefits: Inkjet printers produce especially vibrant colors and images, while laser printers are ideal for clear, sharp images and text.

However, the key factor that should drive this decision is print volume. Laser printers are faster and often have productivity-focused features like larger-capacity paper trays. This makes them more popular for professional use. Unless your business’s print output is unusually low, compact laser printers are generally preferable in the office.

Black and white vs. color

Think about what you’ll be printing in the office. Is it mostly text-based documents? Or do you often print photos, artwork, and colorful presentations? If you know it’s the latter, this decision is a no-brainer — you’ll need a color printer. If you’re only printing text, however, you can go with a lower-cost black-and-white model. Black-and-white printers often have higher print speeds, allowing you to focus on the task at hand without any extra bells and whistles. It’s also typically easier to replace black-and-white ink or toner than the multiple cartridges used for color printers.

While inkjet printers produce more vivid images, compact color laser printers could still be the better choice in a business setting. The crisp print quality makes brochures, fliers, and other printed materials look more professional. Keep this in mind if you’re using printers to produce materials that rely on both text and images.

Other compact printer features to consider

After you’ve answered these questions and gained a general idea of what type of compact printer best suits your workspace, it’s time to dive into the minutiae. These are the other features you’ll want to think about before making a final decision.

• Connectivity: How will you transfer data from a computer to the printer? For business use, you’ll probably rely heavily on an internet connection of some sort. Look for printers with ethernet and/or Wi-Fi capabilities. An ethernet port allows you to hard-wire your printer to an internet connection, which generally means faster speeds. Wi-Fi, on the other hand, allows the wireless transmission of data, which may be more convenient depending on your office layout.
• Print speed: If you’re debating between a few different models with similar features, let print speed guide your decision. In an office setting, faster is almost always better. However, you shouldn’t sacrifice any vital features for a few extra pages per minute.
• Ease of use: Is the printer easy to set up? Will your employees be able to understand its interface with minimal friction? Does it have a brightly lit display, making it easier to choose the right function? Is replacing toner or ink going to be a hassle? It’s likely that this printer is going to be used by employees with varying levels of technology expertise. The right office compact printer should be intuitive and stress-free.
• Monthly duty cycle: This metric shows the maximum number of pages your device can print in a given month. Going over the monthly duty cycle can lead to maintenance problems that necessitate downtime and expensive repairs. It’s essential that your printer can handle the volume of work you need it to.

Our recommendation: RICOH Multifunction Compact Printer C125 MF

If you’re in the market for a compact printer that can handle demanding workflows, print vibrant colors, and handle additional business needs, the RICOH C125 MF laser printer is the model for you. This four-in-one printer is ideal for small corporate offices; in addition to printing, it can also copy, scan, and fax. The 4.3-inch touchscreen enables intuitive usage, and built-in Wi-Fi allows your employees to print from anywhere within wireless range. Don’t let its size deceive you; this printer has a monthly duty cycle of 30,000, meaning it’s ready to get to work. Click here to learn more or shop the rest of our printer line.

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