Xerox Printers for Business: Features, Benefits and How to Choose the Right Model
Choosing the right business printer is no longer simply a question of print speed and cost per page. Modern organisations need devices that can support digital workflows, mobile working, document security and increasingly flexible working environments.
Xerox has developed a broad portfolio of business printers and multifunction devices designed around these requirements. From compact A4 devices for smaller teams to multifunction systems for busy offices, Xerox printers can combine everyday printing with scanning, copying, cloud connectivity and document workflow capabilities.
But which Xerox printer is right for your organisation, and what should you consider before choosing one?
Why Choose a Xerox Printer for Your Business?
Xerox has a long history in workplace printing and document technology, but today's business devices go considerably beyond traditional office printing.
Many Xerox multifunction printers combine printing, copying and scanning, while selected models and configurations provide additional workflow and connectivity capabilities.
For businesses, this means one device can become part of a much wider document infrastructure rather than simply functioning as an office printer.
Xerox's ConnectKey-enabled devices, for example, are designed around mobile and cloud connectivity, security and customisable workplace applications. Xerox describes the platform as enabling users to print, scan and share documents through mobile devices and supported cloud services.
1. Print, Scan and Manage Documents from One Device
One of the main advantages of a modern Xerox multifunction printer (MFP) is consolidation.
Rather than maintaining separate printers, scanners and copiers, an appropriately specified multifunction device can bring these functions together.
For a business, that can make everyday processes such as scanning invoices, digitising contracts or distributing documents easier to manage.
The important question isn't therefore simply:
“Which printer should we buy?”
It is:
“What do our employees actually need to do with documents?”
Understanding those workflows helps determine whether you need a straightforward printer or a more capable multifunction system.
2. Xerox ConnectKey and Document Workflows
One of the technologies you'll frequently encounter when researching Xerox business printers is Xerox ConnectKey.
ConnectKey-enabled devices can provide access to apps and cloud-based workflows directly from compatible multifunction printers. Xerox's current documentation highlights mobile and cloud working, configurable apps, security and managed print capabilities as core elements of the platform.
For example, depending on the device, applications and configuration, organisations can create workflows that help users move information between printed and digital environments.
That can be particularly useful for businesses that still work with substantial amounts of paper but are gradually digitising their processes.
Xerox also offers Workflow Central, a cloud-based platform designed to provide document digitisation and workflow tools across PCs, mobile devices and compatible multifunction printers.
3. Mobile and Cloud Printing
Hybrid teams may need to work from laptops, smartphones and tablets, while documents and business information increasingly reside in cloud platforms.
Compatible Xerox ConnectKey devices support mobile and cloud-oriented workflows, including technologies such as Apple AirPrint and Mopria, while Xerox also provides its own workplace and mobile-printing solutions. Exact capabilities vary by device and configuration.
This can make Xerox particularly relevant when you're reviewing your print infrastructure as part of a wider move towards hybrid or cloud-based working.
4. Business Printer Security
Printers are connected endpoints on a business network and should therefore form part of an organisation's wider approach to information security.
This becomes especially important when devices scan, store or transmit confidential documents.
Xerox's ConnectKey platform incorporates multiple security controls, with Xerox describing its approach as covering areas such as device access, data protection and threat prevention. Available security capabilities vary according to the particular device and configuration.
Businesses should therefore consider requirements such as:
user authentication and access controls
secure or held printing
protection of stored and transmitted data
firmware and device security
audit and usage controls
appropriate configuration and ongoing device management
The printer itself is only one part of the equation. Correct configuration and ongoing management are equally important.
5. Supporting Hybrid and Multi-Site Organisations
For organisations with multiple offices, selecting printers individually can eventually create a fragmented print estate.
Different models, supplies, service arrangements and user experiences can make the environment harder for IT teams to manage.
A more structured approach is to assess requirements across the organisation and establish an appropriate fleet of devices.
Xerox Workplace Cloud, for example, provides cloud-based print management and supports capabilities including authentication, mobile printing and fleet management.
When combined with a managed print service, businesses can take a more centralised approach to device monitoring, support and print management.
Which Xerox Printer Does Your Business Need?
There isn't one Xerox printer that will be right for every business.
Before choosing a device, consider:
Print volume: How many pages does your team actually produce each month?
Colour or mono: Is professional colour essential, or is most output black and white?
A4 or A3: Do you need larger documents, marketing materials or technical drawings, or will A4 cover the majority of requirements?
Printing only or multifunction: Do employees also need scanning, copying or other document functions?
Scanning requirements: If your organisation digitises significant quantities of documents, scan speed and automatic document feeding may be as important as print speed.
Connectivity: Consider Ethernet, Wi-Fi, mobile printing and cloud-based workflows.
Security: Businesses handling confidential information may require authentication, secure print release and additional device security controls.
Number of users: A printer designed for a small workgroup may not be appropriate for a busy department.
Future requirements: Don't select a device solely around today's workload. Consider how your organisation and document processes are likely to change over the lease or expected working life of the equipment.
Buying vs Leasing a Xerox Printer
Another decision is whether to purchase your Xerox equipment outright or use printer leasing.
Buying gives the organisation ownership of the equipment but requires the initial capital expenditure.
Leasing can spread the cost over an agreed period and may make it easier for businesses to access appropriately specified equipment without a significant upfront purchase.
However, the hardware price or monthly lease payment shouldn't be considered in isolation.
The total cost of printing can also include consumables, maintenance, servicing, energy use and the time employees or IT teams spend dealing with printer-related problems.
This is where a managed print approach can provide a clearer picture of the overall print environment.
Xerox Printers and Managed Print Services
A Managed Print Service looks beyond the individual printer.
At MPS UK, we assess factors such as existing devices, print volumes, user requirements and workflows before recommending an appropriate solution.
This can help identify situations where an organisation has too many devices, unsuitable equipment or inefficient print processes.
Once the appropriate Xerox devices are in place, ongoing management can include areas such as monitoring, maintenance, consumables and support.
The objective is not simply to install another printer. It is to create a print environment that works effectively for the organisation using it.
Are Xerox Printers Suitable for Small Businesses?
Yes. Xerox's portfolio isn't limited to large corporate environments.
Compact Xerox printers and multifunction devices can suit small businesses and workgroups where space is limited but employees still require professional printing, scanning and connectivity.
For example, the Xerox XC2432 is an A4 colour multifunction device designed for smaller workgroups, combining print, copy, scan and fax capabilities in a compact format.
Larger organisations can instead consider devices designed for higher volumes, larger workgroups and more sophisticated document workflows.
The key is matching the equipment to the workload rather than simply choosing the device with the longest specification list.
Finding the Right Xerox Printer
A printer that is under-specified can become a productivity bottleneck. An unnecessarily powerful device, meanwhile, can leave a business paying for capacity and features it doesn't need.
That's why we recommend starting with your organisation's requirements rather than a particular printer model.
At Managed Print Solutions LTD, we can assess your print volumes, document workflows, number of users, required functionality and existing print environment before recommending suitable Xerox options.
Whether you need a compact colour multifunction printer for a small team or a managed fleet across multiple locations, the objective is the same: the right devices, in the right places, with the right level of support.
Explore our Xerox business printers or speak to MPS UK about Xerox printer leasing and managed print solutions for your organisation.
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