Investing in a new production printer for your business is a significant decision. Your choice will impact everything from daily operations to your bottom line for years to come. Making the right selection requires careful consideration of numerous factors beyond just the price tag.
The market offers countless options from various manufacturers, each promising exceptional quality and performance. How do you cut through the marketing noise to find the perfect match for your specific needs?
Before signing any purchase agreement, you should ask specific questions to ensure you’re making a well-informed decision. These questions will help you evaluate not just the printer itself, but also the total cost of ownership, support services, and future scalability.
In this comprehensive guide, we’ll explore the essential questions you need to ask before purchasing a production printer. Our goal is to help you avoid costly mistakes and find equipment that truly meets your organization’s needs both now and in the future.
What is your monthly print volume?
Your actual print volume significantly impacts which machines will serve you best. A printer designed for 100,000 pages monthly will struggle with 500,000 pages, causing excessive downtime and repairs.
Machines running below their recommended volume aren’t cost-effective either. Look at your current monthly output and project future growth when determining your requirements.
Which types of materials will you print most frequently?
Different printers excel at different applications. Some production devices specialize in marketing materials with vibrant colors, while others focus on high-volume transactional documents.
Consider whether you’ll primarily print brochures, direct mail, business forms, booklets, or some combination. Each application may require specific features or capabilities.
What paper sizes and weights do you need to accommodate?
Standard production printers handle letter, legal, and tabloid sizes. They typically support basic paper weights.
More specialized machines can manage banner sizes, heavier cardstocks, envelopes, or specialty media. Carefully assess your media requirements before narrowing your options.
Do you need color printing capabilities?
Color printing adds significant cost to equipment and per-page expenses. If you only need black and white printing, you can save substantially by avoiding color capabilities.
For businesses requiring both color and monochrome, consider whether separate specialized devices or a single hybrid machine would be more economical based on your specific volume mix.
What is the printer’s monthly duty cycle?
Manufacturers specify the maximum number of pages a device can reliably print per month. This figure is usually substantially higher than the recommended monthly volume.
Consistently operating near the duty cycle limit will likely reduce the equipment’s lifespan. Choose a printer with a duty cycle that comfortably exceeds your projected maximum monthly volume.
What resolution and print quality can the device achieve?
Print resolution affects text sharpness and image detail. Most modern best production printers offer at least 1200 x 1200 dpi resolution, which delivers excellent quality for most business applications.
Beyond raw resolution numbers, request actual sample prints produced on the specific model you’re considering. Examine them carefully for color accuracy, text clarity, and consistency.
How fast does the printer operate?
Production print speeds vary dramatically between models. Manufacturers typically measure speeds in pages per minute (ppm) or impressions per minute (ipm).
Remember that rated speeds usually reflect optimal conditions with standard paper. Complex jobs with mixed media or finishing requirements will run slower in real-world environments.
What are the printer’s warm-up and first-page-out times?
Long warm-up periods can be frustrating when you need immediate printing. First-page-out time measures how quickly the device delivers the first printed page after receiving a job.
These specifications matter particularly for environments with many small, time-sensitive print jobs rather than fewer large batch jobs.
What is the total cost of ownership over 3-5 years?
The purchase price or lease payment represents only part of your total investment. Consumables, energy costs, maintenance, and eventual disposal all contribute to total cost of ownership.
Request a comprehensive cost analysis that includes all of these factors projected over your expected ownership period. This approach reveals the true cost difference between competing options.
What are the costs for consumables?
Toner, ink, drums, developer, and other consumables substantially impact your ongoing expenses. Some manufacturers use a business model similar to giving away razors but charging premium prices for blades.
Calculate the per-page cost based on manufacturer-provided yield estimates. Also investigate whether third-party consumables are available, which could potentially reduce long-term costs.
Are there any click charges or service fees?
Many vendors structure contracts with base monthly fees plus per-page “click charges.” These arrangements can include consumables and service in the click rate.
Carefully read the fine print regarding minimum monthly charges, overage fees, and whether color pages are billed at higher rates. These details significantly affect your actual operating costs.
What is the energy consumption rating?
Modern production printers vary considerably in energy efficiency. A more efficient machine can save thousands of dollars annually in electricity costs while reducing your carbon footprint.
Look for ENERGY STAR certification and compare the kilowatt-hour consumption rates between models you’re considering. Don’t forget to factor in energy use during sleep mode, which is where many devices spend most of their time.
What type of service agreement is available?
Service agreements range from basic break-fix coverage to comprehensive plans including preventive maintenance and consumables. The right choice depends on your internal technical capabilities and business requirements.
Understand response time guarantees, parts coverage, and whether on-site service is included. These factors significantly impact your potential downtime during inevitable technical issues.
How quickly can you expect service when problems arise?
Even the best equipment eventually requires service. Manufacturer response time commitments vary widely from same-day service to several business days.
Consider how printer downtime would affect your operations. Critical production environments may require redundant equipment or premium service levels to minimize business disruption.
Is preventive maintenance included in the service contract?
Regular preventive maintenance extends equipment life and reduces unexpected failures. Some service contracts include scheduled maintenance, while others charge separately for these visits.
Ask how frequently the manufacturer recommends preventive maintenance and ensure your contract aligns with these recommendations. Skimping on maintenance often leads to higher costs later.
What technical support resources are available?
Beyond repair services, consider what resources are available for daily operational questions. Options might include phone support, online knowledge bases, user forums, or dedicated account representatives.
Robust support resources can significantly reduce frustration and downtime when dealing with complex features or unexpected behavior. They’re particularly important if you don’t have in-house print expertise.
Recommended Read – CMYK Printing vs. RGB: How to Print the Right Colors?
How will the printer integrate with your existing systems?
Modern production printers should integrate seamlessly with your current IT infrastructure. Consider compatibility with your operating systems, network environment, and print management software.
Discuss specific integration requirements with vendors, particularly if you use specialized software or have unique workflow needs. Incompatibility issues can cause significant implementation delays.
What printer drivers and software are included?
Printer drivers translate your application data into instructions the printer understands. Quality drivers offer intuitive interfaces and access to all device features without requiring users to leave their applications.
Beyond basic drivers, many production devices include sophisticated workflow software for job scheduling, resource management, and print queue optimization. Evaluate these tools carefully to ensure they match your operational needs.
Does the printer support mobile printing?
As workforces become increasingly mobile, support for printing from smartphones and tablets grows more important. Many modern digital copiers include mobile printing capabilities through various technologies.
Consider whether users need to print directly from mobile devices without computer intermediaries. If so, verify that the printer supports your organization’s mobile platforms and security requirements.
Can the device scan documents to various destinations?
Many production printers double as high-volume scanners. Sophisticated models can scan to email, network folders, cloud storage, or document management systems.
If scanning functionality is important, evaluate scan speeds, resolution options, and supported file formats. Also verify compatibility with your document management workflow.
Recommended Read – Common Production Printer Issues and Signs It’s Time to Upgrade
What security features does the printer provide?
Production printers often handle sensitive information, making security capabilities critical. Modern devices should offer comprehensive protections against unauthorized access and data breaches.
Look for features like secure print release, user authentication, hard drive encryption, and automatic disk wiping. These protections help prevent both accidental and malicious data exposure.
Does the printer meet your industry’s compliance requirements?
Organizations in healthcare, finance, government, and other regulated industries face specific compliance requirements for handling printed information. Failure to meet these standards can result in significant penalties.
Discuss your compliance needs with vendors and request documentation showing how their equipment satisfies relevant regulations like HIPAA, GDPR, or SOX.
How are firmware updates managed and secured?
Printer firmware requires regular updates to patch security vulnerabilities. Manufacturers vary in how they manage this critical maintenance process.
Ask how firmware updates are delivered, whether they can be scheduled during off-hours, and what verification processes ensure only legitimate updates are installed. Compromised firmware presents a serious security risk.
What happens to stored data when the printer is decommissioned?
Modern production printers store significant data on internal hard drives or solid-state storage. This information may remain accessible when the device leaves your organization.
Understand the procedures for securely erasing all stored data before disposal or return to a leasing company. Some manufacturers offer certified data destruction services for decommissioned equipment.
What are the printer’s environmental certifications?
Many organizations prioritize environmental responsibility in purchasing decisions. Look for certifications like ENERGY STAR, EPEAT, or Blue Angel that verify environmental claims.
These certifications evaluate factors like energy efficiency, recyclability, chemical emissions, and noise levels. They provide independent verification of manufacturers’ environmental claims.
Does the manufacturer offer recycling programs for consumables?
Printer consumables create significant waste, particularly toner cartridges and other components that require regular replacement. Many manufacturers now offer recycling programs for these items.
Evaluate the convenience and comprehensiveness of available recycling options. Some programs provide prepaid shipping labels, while others require you to arrange transportation to collection points.
What is the printer’s ozone and particulate emission rating?
Production printers can affect indoor air quality through emissions of ozone, particulates, and volatile organic compounds. These emissions may impact workplace health, particularly in poorly ventilated areas.
Look for devices certified to standards like Blue Angel or ECMA-328, which set strict limits on emissions. These certifications help ensure your equipment won’t compromise indoor air quality.
How long is the expected lifecycle of this equipment?
Production printers represent significant investments that should serve your organization for years. Most businesses plan for 3-5 year replacement cycles, though actual lifespans vary considerably.
Discuss the manufacturer’s product roadmap and typical lifecycle for similar models. This information helps you plan for eventual replacement and avoid investing in near-obsolete technology.
What upgrade options exist for this model?
As your business grows or requirements change, you may need additional capabilities. Some manufacturers design their equipment with modular components that allow field upgrades.
Ask which features can be added later and which require complete equipment replacement. Expandable systems offer valuable flexibility as your needs evolve.
Will this printer accommodate future technology changes?
The printing industry continues to evolve with new technologies, file formats, and connectivity options. Your investment should accommodate reasonably foreseeable developments.
Look for equipment with programmable workflows, updateable firmware, and industry-standard interfaces. These features increase the likelihood your printer will remain compatible with emerging technologies.
Purchasing a production printer represents a significant investment that will impact your operations for years. By asking these comprehensive questions, you’ll gain the insights needed to make an informed decision that truly meets your organization’s requirements.
Remember that the right choice varies depending on your specific situation. A printer perfectly suited to one business may be entirely wrong for another with different volume needs, application requirements, or budget constraints.
Work closely with multiple vendors to compare options thoroughly. Request detailed proposals that address all the questions we’ve covered, and don’t hesitate to ask for clarification on any aspect that remains unclear.
By approaching this decision methodically and gathering complete information, you’ll find equipment that balances performance, reliability, and cost-effectiveness for your unique business needs.
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