The best printer for your business takes care of all your printing needs. It will come with many features, from monochrome or color options to lower or higher printing volume.

Generally speaking, the ideal business printer needs to present a reasonably priced solution and meet everyday requirements. However, what this means specifically will depend on your organization. For instance, most businesses will only need black-and-white printing, but color copies may be a must for other companies.

Making the right decision is crucial. This article will provide you with all the essential information about business printers.

What Type of Business Printer Do You Need?

Printers differ based on several factors:

  • Printing technology
  • Functionality
  • DPI
  • Print duty cycle
  • Connection type
  • Speed
  • Security

Printing Technology

The two main technologies in printers are inkjet and laser. Alternative types are matrix, solid ink, plotter, bubble jet, and thermal, but these variants aren’t particularly useful for most businesses.

Inkjet printers have been the most common type in past decades. They’ve remained popular even after the rise of laser printers, mostly due to the price differential. Today, inkjet remains a widespread choice for home devices while most businesses have pivoted towards laser printers.

Inkjet printers are relatively fast. They use either black or color ink from a cartridge and print by applying it to the paper. The print quality is high, but can’t measure up to laser printers.

Laser devices are faster and produce high-quality images. They are somewhat pricier than inkjet variants but provide more reliable printing service. For a business printer, laser is the way to go.


In terms of functionality, a printer can be single or multi-purpose. Of course, single-purpose devices can serve solely for printing, while multi-purpose machines may have various other features.

An all-in-one business printer can copy and scan documents and even serve as a fax machine. Due to its versatility, this type of printer has become the most common in modern companies.


DPI stands for “dots per inch.” This is the measure of the printer’s resolution which determines its precision and detail. The minimal standard DPI is 600 x 600 for monochrome and 1200 x 1440 for color printers.

It’s worth noting that not all businesses would benefit from a printer with maximal DPI. If you need a device that produces only printouts and copies of documents, opt for a more affordable machine with a lower DPI.

Print Duty Cycle

The print duty cycle refers to how many pages the printer can produce without issues. Most machines will have a monthly cycle while some may function on a daily norm.

Generally, printers are designed with duty cycles that far surpass the daily or monthly needs for most customers. For instance, the monthly cycle for a business printer will usually be around 20,000 or higher.

Connection Type

The usual connection type for printers is USB. However, modern printers can have Bluetooth or Wi-Fi options. The advantages of these connection types are wireless access to the device and simultaneous support for multiple users.

Other connection types include cloud and NFC printing. Both options are designed for easier file access and data transmission.


The speed of a printer is expressed in pages per minute (PPM) which can be a deciding factor for your choice of business printer.

If your company requires a large daily volume of documents, you’ll need a higher PPM printer. For reference, home devices usually work at a maximum of 20 PPM while business machines may reach 40 PPM.

As mentioned before, laser printers are superior regarding speed, making them the preferred choice for company purposes.


Security is a major concern for wireless and internet-enabled printers. Since the devices represent a cybersecurity weak spot, they can become entry points for the entire network. In fact, the printer is often the first target for hacking.

For this reason, modern printers come with data encryption software and feature advanced user authentication. If your business printer functions via any type of wireless connection, ensuring the device has proper protection is paramount.

Other Business Printer Considerations

Besides the standard functionality, your printer could have additional features that make it more functional in the office.

Firstly, there’s the question of size and design. Today’s offices are getting smaller, which means the devices need to follow suit. That’s why modern printers may come in more compact variants that can fit any space.

Next, printing technologies have surpassed the model where the printer is connected to a computer exclusively. Certain devices might be enabled for use with smartphone apps and smart print protocols. This integration may be crucial for some businesses while others could function on a traditional model without issues.

Refilling the ink is another vital consideration since it counts among the most significant pain points. Modern printers have different solutions for the issue. Some devices have built-in smart systems that monitor ink levels and automatically order new batches.

Alternatively, certain devices feature quick-refill technology, allowing the users to replenish the ink within seconds. Better yet, the refillable cartridges may have a large capacity which means refills will only be necessary every few years, depending on the usage.

Finally, ease of use and maintenance are worth considering. Today’s printers are often built for intuitive use and many have advanced diagnostics and even self-repair options. The device can inform you of potential malfunctions, regulate wireless connections, and provide a reliable service with a smaller chance of unpredictable errors.

Equip Your Office With the Optimal Setup

Finding the right business printer for your office can save considerable time and money. The appropriate device will print out all the documents you need in less time and make regular maintenance much easier.

If you want proper support for your printing system, Modern Office Methods are here to help. You can optimize the usage of your printing devices and have the entire process managed seamlessly. Feel free to contact Modern Office Methods for all your printing needs in the Cincinnati, Columbus, Dayton, and Mansfield areas.