Start with Your Business Needs

Before comparing specifications, take a step back and think about how your organisation actually uses its office printer.

Ask yourself:

• How many people will use the device?

• How many pages do you print each month?

• Do you regularly print in colour?

• Do staff need to scan documents?

• Will employees print from mobile devices?

• Is secure printing important?

• Will your business grow over the next few years?

Answering these questions first makes it much easier to narrow down the right equipment.

Understand Your Print Volume

One of the biggest factors in choosing a photocopier is monthly print volume.

Small Businesses

Typically printing fewer than 5,000 pages per month.

Suitable devices usually offer:

• Compact design

• Colour printing

• Wireless connectivity

• Automatic document feeder

• Fast scanning

Ideal for:

• Start-ups

• Small offices

• Retail businesses

• Professional services

Medium Businesses

Printing between 5,000 and 20,000 pages each month.

These organisations often benefit from:

• Faster print speeds

• Larger paper capacity

• Better finishing options

• Multiple paper trays

• Enhanced scanning features

Large Organisations

High-volume environments require equipment designed for continuous use.

These machines often include:

• High-speed colour printing

• Advanced finishing

• Departmental reporting

• Secure authentication

• Workflow automation

• Professional document production

Colour or Black and White?

Many businesses automatically choose colour photocopiers, but this isn’t always necessary.

If your organisation mainly prints invoices, internal documents or delivery notes, a monochrome device may offer lower running costs.

However, colour printing can be invaluable for:

• Marketing materials

• Presentations

• Client proposals

• Reports

• Training documents

Many organisations benefit from colour because it allows them to produce professional-quality documents in-house.

Multifunction Devices

Modern office photocopiers do much more than print.

Most businesses now choose multifunction devices (often referred to as MFPs or MFDs), which combine:

• Printing

• Copying

• Scanning

• Email scanning

• Cloud integration

• Mobile printing

Having all these functions in one machine saves space and simplifies document management.

Print Speed

Print speed is measured in pages per minute (PPM).

While faster machines generally cost more, they’re essential in busy workplaces where multiple employees print throughout the day.

The right speed depends on how your business works rather than simply choosing the fastest available model.

Scanning Capabilities

For many organisations, scanning has become just as important as printing.

Look for features such as:

• Scan to email

• Scan to network folders

• Scan to SharePoint

• Scan to OneDrive

• OCR (Optical Character Recognition)

• Double-sided scanning

These features can dramatically improve efficiency and support paperless working.

Paper Sizes

Most businesses require A4 printing, but many organisations also benefit from A3 capability.

A3 printing is particularly useful for:

• Architects

• Designers

• Engineers

• Schools

• Marketing departments

If larger documents are only printed occasionally, discuss your requirements before investing in a larger machine.

Security Features

Modern photocopiers store and process significant amounts of information.

If your organisation handles confidential documents, consider features such as:

• PIN release printing

• User authentication

• Secure document release

• Hard drive encryption

• Automatic data overwrite

• User access permissions

These features help protect sensitive information and support compliance with data protection regulations.

Running Costs Matter

Many buyers focus on purchase price alone.

However, the total cost of ownership also includes:

• Toner

• Paper

• Electricity

• Servicing

• Repairs

• Replacement parts

• Downtime

• IT support

Sometimes a slightly more expensive device can prove significantly cheaper over its lifetime because of lower running costs and improved reliability.

Buying, Leasing or Managed Print?

Once you’ve identified the right type of photocopier, you’ll also need to decide how you’d like to acquire it.

Options include:

Buying

Suitable for organisations with available capital that prefer to own their equipment.

Leasing

Ideal for businesses wanting predictable monthly costs and access to newer technology.

Managed Print Services

A comprehensive solution that often includes:

• Equipment

• Servicing

• Toner

• Parts

• Remote monitoring

• Technical support

Many businesses now choose Managed Print Services because they simplify ongoing management while making costs easier to predict.

Why Brand Choice Matters

Not all photocopiers are created equal.

When comparing manufacturers, consider:

• Reliability

• Running costs

• Ease of use

• Service availability

• Software integration

• Security

• Energy efficiency

Choosing a trusted manufacturer supported by an experienced supplier helps ensure long-term reliability.

Think Beyond Today’s Requirements

A photocopier is typically expected to last several years.

When making your decision, think about where your business will be in three to five years.

Questions to consider include:

• Will employee numbers increase?

• Will printing volumes grow?

• Are more staff working remotely?

• Will document scanning become more important?

• Are you planning to digitise business processes?

Choosing equipment that can grow with your organisation often proves more cost-effective than replacing it prematurely.

Why Professional Advice Is Valuable

Every organisation prints differently.

Rather than simply comparing specifications online, speaking to an experienced supplier can help identify the most suitable solution based on your actual business requirements.

At Crown Procurement Services, we work closely with organisations across the UK to recommend office technology that improves productivity, reduces costs and supports future growth.

Whether you need a compact multifunction device for a small office or a fully managed print environment across multiple locations, we’ll help you choose the right solution.

Frequently Asked Questions

What size photocopier does my business need?

The right size depends on the number of users, monthly print volume and the features your organisation requires.

Should I buy a printer or a multifunction photocopier?

For most businesses, a multifunction device offers greater flexibility by combining printing, copying and scanning into a single machine.

How long should a business photocopier last?

Most office photocopiers provide reliable service for between five and seven years when properly maintained.

Is a faster photocopier always better?

Not necessarily. The best machine is one that matches your workload. Paying for unnecessary speed or capacity may increase costs without delivering additional value.

Ready to Choose the Right Photocopier?

Selecting the right office photocopier doesn’t have to be complicated.

By understanding your business requirements and choosing equipment that supports your long-term goals, you can improve efficiency while keeping printing costs under control.

If you’d like expert advice on choosing the right photocopier, Managed Print Service or office technology solution, Crown Procurement Services is here to help.

Contact our team today for independent, professional advice tailored to your business.