The 5 Features the Best Printers for Small Businesses Share

Versatility, network connectivity, and ease of use are all crucial qualities to look for in this office mainstay

Even as small businesses continue to rely on digital tools and workflows, there’s no denying that paper is still an essential tool for getting work done. From printing invoices to keeping hard copies of customer records, small businesses rely on paper to track and complete necessary aspects of day-to-day operations — and it takes a reliable printer to help make that happen.

The best printer for small business use is the one that fits your needs, whether you need fast print speeds, ease-of-use, durability, or additional functionality built into one device. And while printers come in all shapes, sizes, and configurations, there are several standard features the best printers for small businesses share. Whether you’re starting fresh or upgrading your current printer solution, keep the following considerations in mind.

Find everything you need to pick the perfect printer in Business Printers: The Complete Guide.

5 things to look for in the best printer for small business use

Easy to install and use

You’re already swamped managing your business. You don’t have time to waste fiddling with printer settings or changing out toner to keep your printer running smoothly. That’s why you should seek out a printer focused on usability first and foremost.

The best printer for small business work will offer plug-and-play installation, helping you go from unboxing to printing with only a few steps. Also, look for printers with simplified touchscreen controls and one-button quick commands to help you activate everyday tasks without needing to dig through menus. Ink and toner should also be easily accessible and quick to replace, helping you eliminate those out-of-ink warnings within seconds.

Fast, high-quality prints

When you’re backed up with customers, the last thing you need is to wait for your printer to finish. A slow printer can quickly become a bottleneck preventing you from completing projects or meeting your clients’ needs. The slow speeds of home printers may be acceptable when you’re not on a time crunch but they won’t cut it when you’re working at the pace business requires.

The best color printer for small businesses should offer color print speeds of at least 20 pages per minute without sacrificing quality. The best printers in this class can consistently operate at 25 pages per minute and even facilitate double-sided color or black-and-white prints.

All-in-one functionality

Space is always a premium — even more so for small businesses. Dedicating a large area to a single device is a large ask, and the more functionality your hardware has, the better. That’s why an all in one printer for small businesses can be a perfect fit, as it combines multiple important functions into a single device.

The best all in one printer for small businesses will offer the functionality needed to do a quality job while taking up as little space as possible. Many all-in-one printers will contain some (or all) of the following features:

• Printer, offering both color and black and white prints.
• Scanner, enabling digitization of text documents and images.
• Copy machine, combining document scans and prints into a single function.
• Fax machine, for sending documents across long distances.

Smart device and network connectivity

More connectivity means more options. Sometimes, you may not be right at your computer when you need to print a document. Network connectivity makes your printer more versatile, allowing you to print whether you’re connected via an ethernet cable or accessing it from your smart device over WiFi.

Look for printers that offer the following connectivity options:

• Ethernet, for direct wired access to your small business network.
• WiFi, for more versatile access across multiple devices.
• USB, for printing files directly from a storage device.

Some printers also support universal solutions like AirPrint (for Apple computers and iOS devices) and Mopria (for Android and Windows devices), making printing from specific devices even easier.

Reliability, security, and durability

Small businesses want to feel confident their printer is built to last. The best printers include heavy-duty, durable components capable of running all day. Large capacity trays let you spend less time worrying about running out of paper. A solid warranty will ensure that your printer is backed up by a company that guarantees its products. Printing over the network should also utilize the latest security features and protocols to ensure malicious actors don’t gain access to sensitive information.

Our recommendation: RICOH Printer C125 MF

The best laser printer for small business use can save you money and heartache. It will provide high-quality printing more quickly, at a lower cost per page, and with less maintenance than an inkjet. At the same time, it can be hard for a business to turn down all the features the best all in one printer for small business use would provide.

Here’s some good news: You don’t need to choose between the two. The RICOH C125 MF doesn’t just achieve business-quality laser printing at up to 26 pages per minute. It also builds in scanning, copying, and fax functionality for added versatility. Plus, it boasts a sizable 250-sheet tray and multiple connectivity options. That makes it an excellent choice for businesses looking to save money and space without compromising on speed or quality.

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