There’s no denying that office machines like printers and copiers come with a significant price tag. How significant depends on the size of your business, but regardless, whether to buy an office machine and which one to get is not a decision to be made lightly.

To help you decide whether a particular piece of equipment is right for you, we’re starting an ongoing post series titled “Do You Need One?” These articles will focus on laying out what types of businesses and individuals are likely to benefit enough from an office machine to offset both the initial expense as well as maintenance and supplies costs.

First up, we have wide format printers. Just about every office is going to need a standard printer, copier, scanner, and probably a fax machine. Wide format printers, however, are not for everyone. These special machines range anywhere from 17 to 100 inches wide (though most are 17 or 24 inches wide) and are used to print larger format materials like signs, posters, and banners. They typically use rolls of paper rather than single sheets.

Depending on the size and quality, these machines can cost a lot of money and take up a significant amount of space. It’s not something you can try out for a while and then get rid of – these are specialty machines. Before you make a purchase, consider the following:

Lanier MP CW2200

How Often Will You Use It?

If you only occasionally print out large format items like posters, stick to using Kinko’s. If you find yourself needing to go to Kinko’s constantly to the point where they know your name and coffee preferences, it might be time to consider getting your own wide format printer. These machines are meant to be used at least once a week, and most people who purchase them expect to use them on a daily basis.

Print companies, designers, photographers, political campaigners, and advertisers who do a lot of print media are some of the types of people who commonly need a wide format printer of their own, but to really figure out whether it’s going to be cost effective, you need to consider your business expenses. How quickly will the money you save on trips to Kinko’s offset the cost of the printer, the paper, and the toner? Only you can determine whether it will be worth it. Don’t forget to factor in the increased efficiency – every minute of your time is worth something.

What’s Your Monthly Budget?

Budget Calculator

One thing you may have not considered is the cost of the toner and paper used by these printers. Though it won’t actually be more expensive overall, and in fact is often cheaper because of the quantity, you will have to essentially buy in bulk. The paper rolls are quite large and so cost a lot more than a package of standard printer paper. The toner cartridges are also much larger than those used by a normal printer. If your budget is currently very tight, this may not be the best option for you at this time.

How Much Space Do You Have?

Even the smallest of the wide format printers are probably not going to fit on your desk next to your computer monitor. They’re big. If you’re going for the 17 inch version, you will need a large stand or table to put it on, with plenty of room in front so that nothing obstructs the printing process.

A 24 inch model has its own body, and is the size of a large copy machine. It will not require a stand, and you’ll definitely need at least two people to move it around. If you’re getting anything bigger than that, I highly recommend that you dedicate an entire room just to that printer and the supplies you’ll need for it.

If you want a wide format printer but have no extra space in your office, it’s time for a bigger office. However, you will need to check and see if the model you’re interested in can connect to WiFi – many can’t, and will need to be connected with a hard line.

What’s the Weather Like?

Unfortunately, many wide format printers do not like very dry climates. Our customers in Western Washington won’t have to worry about this, but if you are in a dry area, you might have to consider the extra cost of a humidifier. Check with the manufacturer.

No matter where you live, make sure to test your wide format printer at least once a week to make sure it’s working properly. You don’t want to find that your graphics are coming out wrong when you’re on a tight deadline.

Dry Climate

Of course, each individual model of wide format printer is different. You’ll want to check the specifications on every printer that you’re looking at to make sure you don’t end up with a big waste of time and money. If you have any questions about printers, feel free to leave a comment or contact us.