4 Reasons Why You Should Have a Printer for Your Business (Even in the Digitized Age)

Submitted by Joel Barriga on Fri, 08/20/2021 - 09:00
woman using xerox printer

These days, it seems like the whole world has gone digitized. Instead of paper flyers put under our windshield wipers, we now have targeting ads on Instagram. Instead of paper menus at restaurants, you just simply need to scan a QR code with your cellphone.  

All of these technological advancements might make it seem like having a printer for your business is a thing of the past. Even though it may seem like the need for a printer is diminishing, it’s actually a crucial piece of equipment for any business, regardless of the industry or size.  

We’ve been in this business for over 30 years, which means that we’ve seen just about everything in regard to printing. We know where trends are heading, and what to expect in the future, and we know how much easier your office processes could be with the help of a multifunction printer. Here are the top four reasons why you should have a printer for your business.  

Reason 1: Technology Sometimes Fails Us

Technology has come a long way, especially in the past 20 years or so. We now have smartphones, self-driving cars, and so much more. However, despite all the improvements and advancements, technology still isn’t 100% reliable. Phones break. Cars malfunction. Even cloud repositories and data storage websites can experience issues.  

When things go wrong, it can lead to businesses permanently losing confidential data, such as employee records/personal information, company secrets, important accounting/banking information, and so on. And with advanced network technology, comes opportunities for advanced cybercrime and security breaches.  

While it wouldn’t make sense to keep hard copies for every single document that your company produces, it’s imperative that you at least create hard copies of the data that you cannot afford to lose. Even our most important personal documents, such as birth certificates and social security cards, are still presented as a physical print, and while network and security technology is becoming better every day, sometimes there are risks that you just can’t afford to take.  

Reason 2: Not Everyone Has Gone Paperless

Even though it may seem as if all the people in your life have embraced technology and bought into a paperless world, that may not be the case for all customers or collaborating companies. If your company or organization is based in a big metropolitan area, it’s likely that you have a more complex technological infrastructure than smaller businesses in rural areas that still might want to do business with you.  

For example, sometimes consumers just point blank aren't good with technology. We all have that aunt that has trouble sending a text, or that college professor that struggles with opening a .pdf file. While the case could be made that maybe they should get with the times, you can’t expect everyone to automatically adjust to the digital age. 

Even those that are perfectly adept with technology still prefer the feeling of a physical document in their hands and find themselves being able to comprehend the text better, especially if it’s a big block of text. And if you’re going to an important business meeting, it’s probably better for you to bring a brochure to hand out, instead of emailing someone a copy in advance. You can even miss important details when you’re skimming and reading on screens because it automatically makes you read faster. That’s why many students prefer to print out notes and highlight them physically- it helps with retention. 

Regardless of someone’s technological skills or reading preferences, they’re still an important customer, and you don’t want to lose their business. That’s why it’s important to have the option of providing hard copies and physical prints, even if it’s not your normal way of doing things. The more options you have, the more accessible your business is to those around you.  

Reason 3: At Some Point, You’ll Need to Print Something 

Similar to the reason stated above, deep down you know that eventually, you’ll need to print something. Whether it’s a paper job application, paper tests for students, meeting notes, or a contract that needs to be signed, the need for printed copies is still present.  

If you don’t invest in printing equipment for your business, then when the time comes for you to print, you’ll have to pay to get it from somewhere else. Going offsite or outsourcing print jobs is expensive, and a waste of valuable work hours. It’s easier to invest in printing equipment for your office, and print in-house on your schedule, and for a significantly lower cost. 

Reason 4: Going Digital Requires Having Some Sort of Printing/Copying Equipment

Taking initiative to reduce your carbon footprint and global emissions as a company is a noble pursuit, and an important one for our future, and operating in a paperless manner is a great step to doing so. But all of the data and documents that you receive won’t always be in a digital form. 

If you receive hard copies of something, you’ll need a copier/scanner in order to digitize it. The good news is that most printers can do it all; copy, print, scan, fax, and even host a variety of productivity-enhancing apps! 

Making sure that your business is set up for success means having all the necessary tools available for you and your employees and having a multifunction printer that can perform all those tasks will make a big difference in your office processes.  

We're Here to Help

Despite all of these important reasons, we understand that sometimes acquiring a printer may be a difficult task for some businesses, whether it’s due to lack of finances, employee stability, management cooperation, or even small office spaces. Speaking with one of our experienced business consultants can help them better assess your specific challenges and needs, and they can provide you with the perfect fit for your office processes, regardless of how impossible it might seem.  

Having at least one machine capable of printing and scanning is a big game-changer for many businesses, and it can be for yours as well. For more information on the purchasing process, we recommend you take a look at our article How Much Does Leasing or Purchasing a Copier/Printer Cost?  

New call-to-action