Shopping for computers and accessories can be a complex project even if it's just for your own home. Things often feel exponentially more difficult when trying to scale the process to meet the needs of a small business. This is in large part because we use computers differently in the office than we would in our home.
The stark difference between home and office use is especially true of printers. Printers require us to carefully consider issues of ink supply, speed and a variety of other factors which don't matter as much for home use. So how do we pick the best printer for our small business? It's best to begin by looking at how printers work.
What are printers and how do they work?
You might think that a printer's functionality is fairly self-explanatory. A printer prints - right? It's true that the end result of most printers is fairly similar. All computer printers are essentially taking digital information and converting it to an analog form through the use of ink. But the actual mechanics of the process differ tremendously between different types of printers. Along with those different types of functionality, we'll also see different benefits or detriments for office use. The two types of printers in common use within office environments are the inkjet and laser printers.
An inkjet printer's functionality is well described by its name. It essentially functions by spraying small jets of ink out of a nozzle. An inkjet will typically have hundreds of nozzles throughout its main body. The printer's nozzles are positioned by a combination of the main computer system and the printer's own microprocessor in order to line up with the digitized information. When nozzles are properly positioned they'll be heated by a tiny electrical charge. The ink expands in reaction to the electrically generated heat. And this expansion results in a jet of ink that leaps onto the printer's paper supply. When ink is released it will create a vacuum. This effectively draws more ink into the nozzle so that it'll be ready when needed.
Laser printers have an equally evocative name. However, it's something of a misnomer. Laser printers aren't actually writing information onto paper by directing lasers at it. Instead, laser printers are using a dryer, more granular, type of ink than inkjet printers.
Laser printers might be better described as static electricity printers. A laser printer positions itself in a similar way to an inkjet printer. It then creates a charge of static electricity using something called a photoreceptor drum. A laser is used to essentially trace the needed form onto the photoreceptor drum. This creates a compatible charge between the paper and the ink in the form specified by the laser. Static electricity then propels the special laser toner based powdered ink onto the paper.
How to choose the right printer for your Small Businesses?
It's also important to take a moment to consider just how you're planning to use printers in your small business. One of the most significant points involves exactly what you're printing. Will you be printing images or text? Will you have a heavy print load that requires speed or is quality more important? Do you need scanning, copying and faxing services on your printer? The answers to these questions will largely determine what the best printer is for your needs.
Inkjet vs. Laser: Which printer is right for Small Businesses?
Both inkjet and laser printers are fine choices for most small businesses. However, the criteria we've looked at so far can make one or the other more appealing. If you're mainly planning to use the printer to print images then an inkjet is usually the best option. Inkjet printers tend to produce color combinations that are slightly, but significantly, truer to the original image.
However, laser printers shine in the opposite usage scenario. A laser printer will typically handle plain text with black ink in a more efficient way than inkjet printers. It isn't just about speed and clarity either. Laser printers also provide crisper detail with text. This is especially true for smaller fonts that require more detail.
Laser printers also scale to larger volume loads better than inkjet printers. A laser printer comes with an innate speed advantage. And if you're using a laser printer then it also suggests a focus on black ink over color. This will also give you a nice boost in overall speed and efficiency.
Both models have you covered for extra features. Features like copying and faxing technically put both types of printers into a special category known as MFP. MFP being an acronym for multifunction printers. MFP capabilities are quite common these days and are well-represented with both laser and inkjet printers.
All of this can be summarized down to a single question. Is your company focusing on a smaller amount of color printing jobs that focus on photographs? Or does your company focus on larger amounts of printing jobs that are mostly focusing on plain text? If you're mainly working with color then inkjet printers are typically the best option. And if you're working with plain text then laser printers will typically be the best fit for your small business.