Helping education providers choose the right print equipment
Printers and photocopiers support different types of work, but the distinction is not always clear. Many schools and education providers are unsure whether they need individual printers, shared devices, or a combination of both.
We help education organisations choose equipment based on how printing is actually used day to day, rather than relying on labels, assumptions, or headline specifications.
Understanding the difference
At a high level:
- Printers are typically used for individual or small-team printing
- Photocopiers* are typically used for shared, higher-volume printing, copying, and scanning.
In practice, the right choice depends on usage patterns, document volumes, the number of users, available space, and long-term running costs.
*When we refer to photocopiers, we mean modern multi-function print devices. These systems combine printing, copying, and scanning in a single shared unit and are designed for higher-volume, multi-user environments.
How we approach equipment selection
We take the time to understand:
- How many staff and users will access the equipment
- What types of documents are printed, copied, or scanned
- Expected volumes and peak usage periods
- Space, layout, and access requirements
- Budgeting, cost control, and ongoing support needs.
Where appropriate, we also consider whether software can improve visibility and control of printing.
How we approach equipment selection
We take the time to understand:
- How many people will use the equipment
- What types of documents are printed or copied
- Expected volumes and peak usage
- Space, layout, and access requirements
- Cost control and ongoing support needs
Where appropriate, we also consider whether software can improve visibility and control of printing.
Cost control and long-term reliability
Regardless of device type, we focus on:
- Clear, predictable running costs
- Reliable performance throughout the academic year
- Equipment that fits the environment properly
- Ongoing support that keeps teaching and administration moving.
This helps education providers avoid over-specification, unexpected costs, and unnecessary disruption. In some cases, print management software can support cost control and improve visibility.
Not sure what you need?
If you’re unsure what setup of devices and software is right for your school or education setting, we’re happy to help assess your requirements.