Buyers Guides

Printers for Businesses

Find the right printer for your business, My group delivers, setups and installs it onto your network.

Printers for Business

If the task of choosing the right printer for your business has been given to you, then you have probably searched the internet and found a long list of manufacturers and places where they can be purchased online. The real task however is to not only find the right printer for your business, but actually find the right company to deliver, setup and install it onto your network.

At My Group Printing, our friendly team has helped countless customers to not only select the correct printer/photocopier for their business, but has been there to help select the options needed and then have one of our engineers connect it and have provided training. Our knowledge (over 25 years of experience) and our partnership with business printing’s market leaders means we can be trusted to help you.

This short buyers guide article is one of many, that is aimed at business owners or office, IT and facilities managers that need to buy a new printer for their business or offices and want some help choosing the right model.

When choosing a new business printer, you will likely come across terms including Multifunction Device (MFD) or Multifunctional Printer (MFP) when actually you just want a photocopier or a printer with a feeder on top so you can scan more quickly. This article is made to simplify the process, and despite all these names they are all talking about the same thing… a business printer that prints, photocopies, scans and if needed can fax too.

Photocopier printer, Close up hand office man press copy button

Why do you need a new business printer?

Old and outdated printers are not only energy inefficient but can also be a drain on your resources due to frequent breakdowns, slow printing, and limited or difficult to use functions. Your business printer (rather than a printer for home) has to be robust and offer connectivity to your existing IT network, including wireless printing and AirPrint.

The cost of running an older printer is often much higher due to the increasing costs of toners and parts if your old printer stops working. If parts for your older printer need replacing, then you may also find yourself waiting longer while the part is sourced.

Smiling architect at work in the studio

Comparing costs when buying printers for business

Choosing the right printers for business is not just the purchase price. It is important to consider not just the upfront price of a printer, but also the long-term cost implications and what support this offers.

While the allure of a shiny new printer may be tempting, it’s vital to understand the actual cost of owning and operating such a machine. This includes:

Print Costs: Calculating the number of prints made annually can reveal whether you’re overpaying on a cost per page print basis.

Toner and Consumable Spend: Some toners are expensive to replace, and not all give you value for money in terms of longevity and print quality.

Equipment Costs: The initial outlay for the machine is one aspect, but consider maintenance, potential repairs, and software updates.

It is wise to conduct a print audit to evaluate these factors. This audit doesn’t not have to be onerous, and should be possible which the information printed on your latest service invoice. A service contract that covers your business printers should include: the number of pages printed (colour and mono), date of current and previous readings, the equipment serial number (helpful if you have multiple business printers) and show any other charges.

This information will allow you to see the true costs associated with your printer and where savings are achievable.

Printers for business – What do you want and need?

When choosing the right device from a potentially long list of printers, you should consider what you need and what else you want. Our My Group Printing team has put together an essential list of options to help you find the perfect printer for your business.

Multifunctionality – Do you need a printer for your business that combines printing, scanning, and copying or do you just need to print?

A3 or A4 Printing – why choose A3 when you only print A4? A3 vs. A4 doesn’t sound technical, but in addition to the larger paper sizes they can handle; generally an A3 printer is designed to handle higher print volumes, will be faster, more durable and better value for businesses. They do also have a larger footprint than an A4 model, but the newer A3 printers usually have a compact design and will fit most office environments.

Energy Efficiency:

Newer models are often more energy-efficient, which means reduced electricity bills.


You will need to ensure that the printer is compatible with cloud services and can connect wirelessly to various devices such as laptops, phones and tablets for ease of use.


Advanced models offer security features such as encrypted printing or user authentication to stop unauthorised use.

Printer Speeds

Speed is of the essence in business, and when it comes to printers, it’s measured in pages per minute (PPM). On average, standard printers for businesses can print between 20 to 50 PPM for black and white prints. Colour printers tend to be slightly slower.

First Page Out

This refers to the time it takes for the printer to print the first page after somebody presses print. Modern printers have impressively reduced this time, with many high-speed printers delivering the first page in under 10 seconds.

Document Feeder (a must-have if you do lots of scanning)

 If your staff are frequently scanning, a document feeder is a game-changer. Instead of manually placing each page onto the scanner, you can stack multiple pages, and the feeder will scan them in succession. It’s a feature that can significantly boost productivity, especially for businesses with high scanning volumes.

Printing from Phones and Laptops

With the rise of remote working and on-the-go tasks, the ability to print directly from mobile devices is paramount. Modern printers come equipped with: Wireless Connectivity – This allows devices within a network to connect without cables. Mobile Printing – Most printers for businesses and offices now offer dedicated apps that facilitate easy printing from smartphones and tablets. Cloud Printing – Print documents stored in the cloud without needing to download them to a device first.

Choosing printers for business

Choosing the printers for business is more than just selecting a machine; it’s about understanding the features you want and how they align with your office needs. 

Our friendly team at My Group Printing is here to help you. We can help decipher your existing contract, show you savings and help you choose between A3 and A4 capabilities, understand printer speeds and how you can embrace the latest business printing technology.  

Our recommended printers

My group recommends the following products for business printing

This depends on your own office needs, the best printer for a business is normally a colour, laser multifunctional device. Choosing a model that can print double sided and in full colour along with black and white, along with the functionality to print and scan will give you all the features you need. Using a laser printer rather than inkjet will also offer the best value colour printing for your business.

When choosing the best label printer for your business needs, it’s important to consider factors such as durability and efficiency, especially in busy workspaces where they will be in constant use.

Toshiba’s label printer range is renowned for their durability and robust design, making them a top choice for businesses. Toshiba’s label printers are easy to use and built to withstand the rigors of daily use in environments like distribution offices, returns floors, and warehouses where frequent label printing is essential.

An Inkjet printer can be fine for personal use, and the low purchase price can make them seem like an attractive option for a small office, but they do have disadvantages if you print regularly. The most economical printer for business, even for a small office would be a laser printer. A laser printer will cost slightly more to buy, but will be much faster and will cost far less to run. The option to rent or lease a printer will also give a business the opportunity to spread the purchase price of a new office printer whilst paying lots less to print each page.

A business colour printer is designed to be fast, robust and easy to use. This should make the normal business functions of printing, photocopying and scanning quick and easy. For larger offices or when additional features such as booklet printing are required, a larger office printer can handle all this and much more. We have a wide range of A4 and A3 colour multifunctional printers available to business customers, offering full printing and scanning capabilities.

For businesses with lots of staff, and that print regularly then the best laser printer would be an A3 floor standing multifunctional printer. Choosing a business laser printer offers: reliable technology, high quality prints, flexibility to print on most paper types, consistent and fast print speed plus an affordable cost per page.

A multifunction printer is a printer that can be used to print, copy and scan. Many home office printers include these functions, but for a business the best multifunction printer would be a colour laser device. For a business, choosing a model that can print double sided and in full colour along with black and white, along with the functionality to print and scan will give you all the features you need.

25+ years of printing experience

At My Group Printing, our 25+ years of experience and partnership with industry leaders allow us to guide businesses in this critical choice. Our dedicated team can help you navigate the equipment options and show potential savings to help you take advantage of the latest business printing technology. With our assistance, you can ensure your small business gets the perfect printer tailored to your needs and the best support from our friendly team and local engineers.