Why you need this guide
8 business factors that influence your print strategy
Total Cost of Ownership (TCO)
Look beyond the sticker price. Maintenance, supplies, service contracts, and energy usage can add up quickly. Hidden costs like unplanned repairs, downtime, and excessive energy use can quickly outweigh a low upfront cost.
Security Features
With rising concerns around data privacy, choose devices with secure print release, user authentication, data encryption, and regular firmware updates. Look for models that meet key security certifications to help reduce risk.
Scalability and Flexibility
As your team grows and shifts—especially in hybrid environments—your print setup should keep up. Compact MFPs with cloud connectivity, mobile printing, and centralized device management help simplify operations across locations.
Digital Workflow Integration
Modern workplaces need more than printing. Choose MFPs that integrate with cloud apps, automate document routing, and streamline scanning workflows to save time and reduce errors.
Ease of Use
User experience matters. Devices with simple touchscreens and intuitive controls reduce the learning curve and minimize IT help desk calls. The easier it is to use, the faster your team gets things done.
Support and Services
Reliable support makes a difference. Look for vendors offering fast maintenance response, remote diagnostics, and multi-channel assistance to minimize disruptions.
Environmental Impact
Energy-efficient models, recycled materials, and end-of-life recycling options support your sustainability goals— and help reduce waste and costs.
Performance and Reliability
High-speed performance, short warm-up times, and consistent output are critical, especially for teams with tight turnaround times or customer-facing work.
Technology features to evaluate and consider
Reliability and durability
Well-made, high-quality devices reduce breakdowns and service calls.
Print volume and speed
Device capacity plays an important role in keeping productivity high.
Multifunction capabilities
Consolidated functionality limits costs by reducing devices, streamlines workflows, and saves space.
Print quality & media types
The value of sharp color accuracy and handling a variety of media cannot be overstated.
Print software functionality
Features that reduce manual work while increasing visibility and control over print processes help enhance efficiency.
Advanced finishing options
Adding the right finishing capabilities save time and help teams complete print jobs faster.
Maintenance and support
Simple device usability and responsive support minimizes downtime.
Energy efficiency
MFPs with ENERGY STAR® and EPEAT® certifications reduce energy use and lower utility costs.
Questions to ask your vendor
Selecting the right MFP or printer is just the beginning
Lasting value for your investment increases the more your device becomes an integrated part of your workflows. With the right automation and management tools, your team can do more—faster and more efficiently.
We invite you to explore our other print solutions below. When you’re ready, speak with a representative for a personalized look at your office printing.
Print & device management solutions
RICOH Smart Integration
Turn your multifunction printer into an integrated workflow powerhouse.
RICOH CloudStream
Manage printing, scanning, and devices with a flexible cloud platform.
