Quick answer
For a small office with regular printing, the best choice is usually a mono laser printer with a network interface and automatic duplex, and if needed, a scanner (MFP). Inkjet only makes sense if you need color printing or occasional photos. Before buying, calculate the cost per page and check the price and availability of toner.
How to recognize the problem
- The old printer constantly asks for toner or jams
- Printing is slow and a queue forms at the shared printer
- No ability to scan and copy documents
- Printing costs are unpredictable and hard to plan
- The printer is not connected to the network so everyone prints from their own computer
Most common causes
Wrong device type for the print volume
Inkjet devices are cheap to buy but expensive per page when printing daily. Laser is more cost-effective at higher volumes.
Lack of network connectivity
A USB printer is shared through one computer, so others cannot print when that computer is off. A network model solves this problem.
Neglected consumable costs
The price of toner and cartridges often exceeds the price of the device itself. Original toner is more expensive, while compatible toner carries the risk of failure.
No automatic duplex
Without double-sided printing, twice as much paper is used, which quickly shows on a monthly basis.
Insufficient speed and capacity
Home-use models have a low monthly duty cycle and slow printing, so bottlenecks occur with multiple users.
Step-by-step fix
- 1
Calculate your monthly print volume
Go through invoices and documents from the last month and estimate how many pages you print per month. If it is up to 300 pages, a lower-class device is sufficient; for 500 to 2,000 pages, look for a model with a higher recommended monthly volume. This number is the basis for all other decisions.
- 2
Decide between laser and inkjet
For black-and-white text and document printing, choose laser. Choose inkjet if you need color printing and the volume is low, because cartridges can dry out with infrequent use. If you print color regularly and in higher volume, consider a color laser or an inkjet with ink tanks.
- 3
Check the cost per page
Divide the price of the toner or cartridge by the declared page yield. The result is the approximate cost per page and is more important than the price of the device itself. Compare this figure for two or three models you are considering.
- 4
Choose a network model with duplex
Look for an Ethernet port and, if needed, WiFi. Automatic duplex (double-sided printing) saves paper and time. Check whether the device supports printing from a phone via the manufacturer's app, if you need that.
- 5
Consider an MFP with a scanner
If the team often scans and copies documents, a multifunction device (MFP) with a scanner and automatic document feeder (ADF) is worth it. An ADF with double-sided scanning speeds up processing contracts and forms. This way you avoid buying a separate scanner.
- 6
Check toner availability
Before buying, check whether original toner is easy to obtain and how much it costs. Avoid models with rare or expensive consumables, as that will cost you more in the long run. Also ask about warranty and service support in your country.
- 7
Connect the device to the network
Connect the printer to the network via an Ethernet cable or WiFi network and reserve an IP address for it in the router (DHCP reservation). Then add it to computers via
Settings > Bluetooth & devices > Printers & scanners > Add device. This way everyone in the office prints without depending on a single computer. - 8
Do a test print and measurement
Print about ten pages of text and one page with an image, then measure the time and check the quality. Monitor toner consumption and paper jams in the first few weeks. If problems recur, file a warranty claim while the device is still under warranty.
When to consider leasing or a service contract
If you print several thousand pages per month or printing is critical to your business, consider leasing a device with service and consumables included. In that case, you do not buy the device but pay a monthly fee based on the number of pages, with service and toner covered by the contract. This also makes sense when you do not have a person to handle maintenance. For smaller offices with occasional printing, buying is still more cost-effective. In any case, before signing the contract, ask for an exact cost-per-page calculation and service terms.
How to prevent it
- Monitor the number of printed pages and toner status once a month
- Use automatic duplex and draft printing where quality is not critical
- Store paper and toner in a dry place, away from heat sources
- Regularly update the printer firmware via its web interface
When to call a professional
If you are choosing a device for more than ten users, printing sensitive documents, or need integration with the network and print policies, contact IT support to review the requirements together and help with setup.
IT infrastructure maintenance · Servers, networks, backup, security and helpdeskFAQ
Is laser always a better choice than inkjet?
Not always. Laser is more cost-effective for regular black-and-white printing at higher volumes, while inkjet has an advantage for color printing and occasional photos. The decision is primarily driven by the type and volume of printing.
How important is automatic duplex?
It is very useful in an office because it halves paper consumption and reduces document thickness. If the device does not have duplex, paper can be turned manually, but that takes time.
Can I use compatible toners?
It is possible, but it carries the risk of poorer print quality and failure that may void the warranty. If the printer is under warranty or printing is critical, it is safer to use original toner.