Choosing devices for an office printer and copier fleet might sound like a simple task, but for many organizations it turns into an expensive guessing game. With so many models to choose from, it’s easy to overlook the things that actually drive productivity and cost savings. Smart business printer selection starts with understanding how your teams work every day and identifying the technology that supports those workflows rather than getting in the way.
The reality is that a printer (or copier) is more than a box that spits out paper. It’s a hub for scanning, sharing and managing information across your office. When companies rely on the assumption that they need the exact same device configurations as they’ve had in the past, they often are missing out on productivity and cost savings.
This article walks through the most common mistakes businesses make when choosing a printer and highlights practical ways to avoid them so you can invest in a solution that truly fits your organization.
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It’s natural to compare printer options based on the upfront price, but that number rarely tells the whole story. A device that looks like a great deal on paper can end up costing far more over its lifetime once you factor in supplies, maintenance and the impact on your team’s productivity. When companies make decisions based on sticker price alone, they often overlook what they truly need from a business printer and end up paying for it later.
A better way to choose the right business printer is to look at total cost of ownership. This includes toner or ink usage, expected print volume, maintenance requirements, energy consumption and even the time your employees spend waiting on slow or unreliable devices. A lower‑priced printer that can’t keep up with your workload can cause bottlenecks, more service calls and higher supply costs. On the other hand, investing in a device that matches your print environment can streamline workflows and reduce long-term expenses.
When you shift the conversation from “What’s the cheapest printer?” to “What will this device cost us over three to five years?” the best choice becomes much easier to spot. Total cost of ownership gives you a clearer picture and helps ensure your investment supports your business rather than holding it back.
Another common misstep is investing in standalone printers, copiers or scanners when an all‑in‑one device could handle everything in a single footprint. A multipurpose device that prints, copies, scans and even offers optional fax capabilities can streamline daily tasks and cut down on the number of machines your team has to manage.
All‑in‑one devices are designed to support the way modern offices work. They reduce clutter, simplify supply management and give your teams a centralized hub for handling documents. Instead of bouncing between separate machines, employees can complete tasks faster and with fewer interruptions.
For many organizations, a multipurpose device is also the more cost‑effective choice. Fewer devices mean lower energy use, reduced maintenance costs and a cleaner workflow overall. By choosing a solution that handles multiple functions, you give your business more flexibility and improve productivity without overcomplicating your print environment.
One of the biggest reasons companies end up with the wrong printers is because they choose a device before taking the time to understand how their teams actually use print, copy and scan functions. A proper needs assessment goes beyond counting devices. It looks at workflows; user behavior and the role information plays across your organization.
A key part of this process is mapping out your existing printer fleet. This gives you a clear picture of which devices are overworked, underused or causing frequent bottlenecks. For example, you might discover that a single high‑traffic printer is slowing down an entire department or that small desktop devices are scattered everywhere, creating unnecessary supply and maintenance costs. Mapping also helps identify coverage gaps where additional technology could improve efficiency.
By taking the time to evaluate what’s happening in your environment today, you uncover opportunities to consolidate devices, eliminate redundancies and improve the flow of information throughout your office.
Many companies overlook print security when choosing a new device, but today’s printers function like networked computers. If security features aren’t part of the buying conversation, you may introduce risks without realizing it.
Simple tools like user authentication, badge release and access controls help ensure sensitive documents don’t end up in the wrong hands. These features also let you manage who can print on which devices.
Secure scanning is just as important. Without encryption or proper routing, scanned documents can travel across your network in ways that expose protected information. This is especially critical for industries that handle patient records, financial data or legal documents.
By evaluating security from the start, you protect your information, support compliance requirements and keep your teams working without unnecessary interruptions.
A printer shouldn’t operate in a bubble. Today’s offices rely on cloud storage, document management platforms and workflow tools to keep information moving. If your new device doesn’t integrate with the systems your teams already use, you can end up creating extra steps, slowing down processes and frustrating employees.
Modern multifunction printers offer powerful integration capabilities, from scan‑to‑cloud features to automated routing that sends documents directly to the right folder or software platform. When these tools are missing, employees often resort to manual workarounds that cost time and increase the chance of errors.
Compatibility also matters on the IT side. Devices that connect smoothly with your network, authentication tools and security protocols are easier to manage and keep secure. When you choose a printer that aligns with your existing technology, you improve efficiency, reduce disruptions and give your teams a more seamless way to handle everyday tasks.
Even the best printer won’t perform well without reliable service behind it. Many companies assume a basic warranty is enough, only to discover that slow response times or limited support can bring daily operations to a halt. When a device goes down, productivity goes with it, especially in departments that rely heavily on printing and scanning.
Evaluating service options up front helps you avoid those interruptions. A partner that offers proactive monitoring, fast on‑site response and local technicians can make a huge difference in long-term performance. Including managed print services with your printer lease can also reduce the burden on your IT team by handling tasks such as toner replenishment, maintenance and troubleshooting before issues escalate.
The goal is simple: keep your environment running smoothly. When you choose a device backed by strong service and support, you protect your investment and ensure your teams stay productive without unnecessary downtime.
Selecting the right printing devices for your business doesn’t have to be overwhelming. When you look beyond the price tag, consider multifunction capabilities, evaluate security needs and understand how your current fleet supports (or slows down) daily workflows—the best path forward becomes much clearer. Still, navigating all those options can take time and energy most teams don’t have.
That’s where the experts at Gordon Flesch Company can help. Our team has decades of experience helping organizations simplify their print environments and avoid the costly mistakes that often come with choosing devices on your own.
We take the pain out of the process by conducting a free, no‑obligation business needs assessment that looks at your entire print ecosystem. From workflow bottlenecks to coverage gaps and security requirements—we help you determine the right mix of devices to keep your workplace efficient, secure and productive. Request your free assessment today.
