Office Printers: What to Consider When Choosing the Right Solution for Your Business

Choosing an office printer is no longer just about print speed or cost per page. 

Today’s workplaces need secure, connected, and efficient document environments that support hybrid work, reduce operational costs, and protect sensitive information.

Whether you’re replacing outdated devices or planning a full print refresh, the right decision comes down to understanding how your printer fits into your broader business workflow.

“Printers are no longer standalone devices—they are networked endpoints. Without the right security architecture in place, they can create vulnerabilities that expose sensitive business data. Enterprises need secure print environments that are actively managed, monitored, and protected as part of their broader cybersecurity strategy.” — Shaun Taylor, National Sales Manager, Sharp New Zealand

What should you consider when choosing an office printer?

The most effective way to choose an office printer is to start with your business needs, not the device itself.

Key considerations include:

Print volume and usage patterns
Understanding how much your organisation prints each day, week, or month helps determine whether you need a desktop device, departmental printer, or high-volume multifunction system.

Security requirements
Printers are often overlooked endpoints in a business network. If your organisation handles sensitive data, you should prioritise devices with built-in security controls such as user authentication, secure print release, and encrypted data transfer.

Workflow integration
Modern printers should do more than print. They should connect with cloud storage, document management systems, and business applications to streamline how information is captured, stored, and shared.

Cost control and efficiency
Whether you purchase or enter a rental or lease agreement for your office technology, it’s important to look beyond upfront costs and consider long-term efficiency. Features such as usage tracking, print rules, and centralised management help reduce waste, control ongoing costs, and minimise unnecessary printing across the full lifecycle of the agreement.

Scalability and future needs
A good print solution should grow with your business. Choosing scalable devices ensures you can expand capabilities without replacing your entire fleet.

What is a multifunction printer and how does it help businesses?

A multifunction printer (MFP) combines printing, scanning, copying, and sometimes faxing into a single device. This consolidation reduces hardware costs, saves office space, and simplifies day-to-day document handling.

For many organisations, MFPs also act as a central hub for document workflows, enabling staff to digitise, route, and store information more efficiently.

How do office printers improve productivity and reduce business costs?

Modern office printers contribute to productivity by reducing manual steps in document handling. Fast scanning, automated workflows, and digital file routing help employees spend less time managing paperwork.

From a cost perspective, organisations benefit from reduced paper consumption, controlled colour printing, and better visibility of print usage across teams and departments.

What security features should you look for in a business printer?

Printer security is a critical part of protecting business data and reducing exposure to network vulnerabilities in modern workplaces. Because office printers are connected devices, they can also become entry points into a business network if not properly secured. Implementing strong print security helps safeguard sensitive information and supports overall cybersecurity posture.

Key features to look for include:

• Secure print release (documents only print when the authorised user is physically present at the device)
• Encrypted data transmission (protecting information as it moves across the network)
• Audit trails for tracking usage (monitoring print activity for visibility and compliance)
• Access controls and permission settings (restricting functions based on user roles)
• User authentication (PIN, card, or login access to control who can use the device)

Together, these features help reduce the risk of confidential documents being left unattended or accessed by unauthorised users, while also strengthening protection against network-based security threats.

How do networked printers integrate into modern workplace systems?

Networked printers now function as part of a wider digital ecosystem. They can integrate with cloud platforms, document management systems, and business applications.

This allows users to scan directly to cloud storage, print from remote locations, and automate document workflows across teams—supporting hybrid and flexible working environments.

How can managed print services improve efficiency?

Managed Print Services (MPS) provide a structured approach to managing your print environment.

Instead of dealing with multiple devices, suppliers, and maintenance issues, businesses can centralise management. This typically includes:

The result is a more efficient, predictable, and cost-controlled print environment.

Do modern office printers support cloud and mobile printing?

Yes. Most modern business printers support cloud and mobile printing, enabling users to print directly from smartphones, tablets, and cloud storage platforms.

This flexibility is especially valuable in hybrid workplaces where employees need secure access to printing from multiple locations and devices.

Choosing the right office printer is about more than hardware—it’s about building a secure, efficient, and connected document environment.

By focusing on security, workflow integration, scalability, and cost control, organisations can ensure their print infrastructure supports long-term business performance rather than holding it back. 

What should I consider when buying a new office printer?

Key considerations include security, total cost of ownership, print volume, hybrid work compatibility, reliability, sustainability, and integration with existing systems.

Why is printer security important when replacing devices?

Modern printers store and transmit sensitive data. Without secure print release, authentication, and encryption, they can create cybersecurity vulnerabilities within a business network.

Is it better to buy or lease office printers?

Many organisations choose leasing or managed print services to reduce upfront costs, improve cash flow, and include servicing, maintenance, and consumables in a predictable monthly cost.

What is total cost of ownership in printing?

Total cost of ownership includes all ongoing costs such as toner, maintenance, energy use, servicing, and downtime—not just the initial purchase price.

How do printers support hybrid working?

Modern printers support hybrid work through mobile printing, cloud integration, secure remote access, and scanning workflows that connect to cloud storage systems.

How can businesses reduce printing costs?

Businesses can reduce costs by implementing print management software, optimising device fleets, enforcing print policies, and improving visibility of usage across the organisation.

Are multifunction printers better for offices?

Multifunction printers can improve efficiency by combining printing, scanning, copying, and sometimes faxing into a single device, reducing hardware footprint and management complexity.