Tips for SMBs to Choose the Right Printer

In today's challenging and competitive environment, SMBs should realize that the right kind of technology investments can help them secure a more level playing field. The SMBs should opt for IT solutions that can help  them generate higher and long-term returns on investmentby significantly

improving productivity, manageability, and security; all at a low total cost of ownership. A fledgling small business should start simple with an  easy-to-manage multi-function printer (MFP) that takes care of their office productivity needs and is highly affordable both in terms of acquisition cost

as well as running cost. As the business achieves a larger scale of operations, its focus shifts to managing future growth with cost-effective and scalable IT infrastructure that delivers high productivity at an affordable cost. Finally, businesses that have already achieved scale and are experiencing stable growth aim to enhance their productivity by working

Smarter; their choice of printing solutions focuses exclusively on  productivity and efficiency.

From a technology perspective, MFPs have evolved to a point where they are complete productivity solutionsthat help businesses improve their  workflows, boost efficiencies and productivity. Many of these devices run special software or solutions designed to simplify and speed up all document based workflows.

When it comes to finally choosing the right model of a printer or MFP,the choice is a function of various factors such as anticipated volume of printing, type of documents to be printed, and budget. The key factorsthat are to be considered when deciding on the right printer or MFP are:

1. Duty cycle: The duty cycle specification for a printer is generally used to define the printing workload that a printer can handle. Before selecting a printer for the office, SMBs should keep into consideration the duty cycle of the printer depending upon theanticipated volume of printing. For example, if your business will print 10-20 pages every day, a printer with a 1,000 page per month duty cycle should be ideal as it includes enough headroom for extra volume of printing.

2. Controlling access to color printing: There used to be a time when businesses would worry about colorprinting getting misused. Not anymore. A simple solution like HP Color Access Control (CAC) allows businesses to

control access to color printing by department, or even by particular user. This helps minimize printing costs while allowing those who need color printing easy option to print in color.

3. Freedom from securiy risks: Every day, employees print, fax, copy and scan confidential company information to share it with others. Data breaches from the imaging and printing devices is a big concern and can cost an organization dearly. Printing and imaging systems and data that pass through then can be compromised in a variety of ways. There are sophisticated solutions which will generate a print-out only upon user authentication - through a PIN or access card - at the printer. This feature alone rules out the risk of unclaimed printed pages lying at the printer output tray; eventually falling into unwanted hands.

4. Caring for the environment: It's a good practice to contribute your bit towards keeping environment ‘green'while pursuing the business operations. Many printers today come with advanced features like autoduplex (two-sided) printing and energy saving features which help on reducing the energy consumption. Innovations by vendors such asHP Smart Web Printing can dramatically reduce paper and toner wastage by

letting users print only a desired section of the web page - and not the full page. A printer that cares for environment translates into real business value by letting one print intelligently and reducing paper, toner and

electricity consumption.

5. Managed print services adoption: High end SMBs and mid- market customers are also looking at moving from a capex to opex model by outsourcing their imaging and printing needs. We have recently introduced a unique managed print services model which is offered in partnership with channel partners and specially developed for SMBs and mid - market customers. This model helps businesses optimize infrastructure, manage their environment and improve workflows. The key feature of this service is a cost-per-page agreement, industry-leading service level agreement, infrastructure optimization and imaging and printing solutions.

6. Other factors: Apart from ths, there are factors such as web connectivity, enhanced security features depending on the business requirements etc. which varies from business to business. Once a business is armed with the right knowledge gathered keeping the above factors in consideration, the

decision makers will be in a better position to decide on the right investments for their business.