Start with your average monthly print volume, whether you need colour or mono, and the paper sizes you use (A4, A3 or both). Then factor in must-have functions like scanning, secure print release and mobile printing. Our printer finder tool walks you through these questions and shortlists suitable models.

Look for print, copy, scan in one device, fast double-sided printing, and a capacity that comfortably covers your monthly volume. Security features such as secure print release and user authentication matter for shared offices, as do cloud and mobile printing. Weigh running costs like toner yield and energy use, not just the upfront price.

It depends on your volume and colour needs, but small businesses are usually well served by a compact A4 or A3 colour multifunction device with scanning, mobile printing and duplex as standard. The finder tool matches a model to your workload, and popular small-office options come from the Konica Minolta Bizhub range. For more information, check out our guide on what is the best printer and scanner for a small business.

If you mostly print internal documents, invoices and reports, a monochrome device is cheaper to run. Choose colour if you produce client-facing material like proposals or marketing. Many offices settle on a colour multifunction device set to default mono, which balances cost and flexibility.

Match the device to your average monthly page count with headroom for busy periods. Light users suit entry-level A4 units, while higher volumes need faster engines and larger paper capacity to avoid downtime. The finder tool factors your volume in automatically.