Whether you own a small business or supervise a large, demanding enterprise, investing in a new business-grade copier is always a major undertaking. However, buying a new copier is not as simple as checking the price tag to find a device within your price range. While cost is obviously an important consideration, other factors should also influence any purchasing decisions you make. The following highlights several aspects to keep in mind as you shop for a new print device to help you find a model that best fits your business’s unique needs.
One of the first indicators of the size and functionality of your next copier is the number of sheets your business is regularly printing. Your office’s average volume of printing, copying, and faxing can ultimately determine the size and type of copier that is ideal for your office environment. Larger copiers with higher-capacity paper trays and higher page-per-minute (ppm) speeds can be beneficial for enterprise-level businesses with multiple users and heavy print volumes.
Before finalizing your copier choice, determine your office’s average print volume either through auditing tools or by reviewing previous print shop service agreements. This will give you a better idea of your actual printing needs and the workgroup of copiers that is best suited for those needs.
Another primary factor in determining the copier to be purchased or leased is your budget. Like most office tech, copiers are available at a wide range of prices, so you can compare the prices of several models of copiers using the cost of the actual machine as a benchmark. There are also indirect considerations in addition to the flat cost of the machine, such as toner and maintenance cost. For example, a complicated device with lots of features may be perfect for your business, but it could create more need for time spent with servicing. One way to be more certain about maintenance costs is to rent instead of purchase, because maintenance and repairs are often included in the leasing cost.
There are so many features available nowadays on the copier market. Sorting through the ones you want can be a bit overwhelming, so a good place to start is in deciding which features your business can’t live without. Then, if your budget allows for it, you can list the features that would be a nice addition by saving you a bit more time, money, or effort. Listed below are common features that should be considered for your next copier:
- Double-sided copies
- Image Editing
- Finishing options
- Paper supply
Having fast copier speeds is sometimes well worth the extra investment. Ranked by Copies Per Minute, or CPM, you should decide which speed suits you by measuring your monthly printing and copying volume. Share with your copier provider the average number of copies your business makes per month, and they will be able to provide the right match that ensures you’ll waste no money on printing or copying.
With many new copiers now offering wifi access and document storage, the office copier has become an overlooked area of potential cybersecurity risks. For this reason, it can be a wise decision to be over-prepared when it comes to copier and printer cybersecurity. Especially if your business sends and receives confidential documents, features such as a code requirement for usage can be worth implementing.
In general, your business will save more in the long term by eliminating the need to outsource any of your print jobs. A black-and-white printer or copier is certainly a cheaper purchase than a printer with color capability, but if you can foresee your business regularly needing color printing, then the extra dollars spent will save time, money and effort down the road.
Phones are part of our everyday lives now, and often the quickest way to complete many of our tasks. There are countless ways that purchasing or leasing a copier with mobile capabilities can save time, with the main reason being that extra walks between your desk and the copier will be eliminated. You’ll have your documents ready in an instant when all you need for printing is to pull out your phone or tablet.
Many of the complexities of printing can be handled by a copier that automates the elements of paper handling. If you feel that your business will save valuable time by owning or leasing a copier that can perform tasks such as printing on both sides, collating pages, changing the printing scale, stapling, and more, then a more advanced copier that can handle these automatically is an excellent choice.
In addition to saving time, effort, and money, consider a copier that is energy efficient. Many devices come with an energy-saving mode that will shut down automatically when not being utilized for a predetermined period of time, among other features. Over a long term period, it can be surprising how much your business’s carbon footprint can be reduced by owning a machine that does not use traditionally high amounts of electricity. Your electric bill will thank you as well.
Most Common Mistakes To Avoid When Buying A Copier
Lack of Features
There’s no need to invest in features your business doesn’t need, but it’s also important to consider the two to five year future of your business. Will paper handling, fast speeds or production print capability be something that your future self will thank you for? Especially if you’re buying a copier and not leasing, copier upgrades are expensive and don’t come around too often, so a growing business should be able to estimate what its future needs will be.
Choosing The Wrong Copier Provider
Partnering with a provider who is dedicated to helping you grow your business rather than just making a sale is a worthwhile decision. When beginning work with them, make sure they seem genuinely concerned with whether you have the right copier and technology solutions. After all, it’s one of the biggest and most important transactions a growing business can make. An independent copier dealer is more likely than a manufacturer to take the time to get to know your business and your specific needs.
Choosing a Cheap or Expensive Copier
Every business wants to save money, but will a cheap copier end up costing you more in the long run? Frequent needs for repair or more features can end up creating lots of wasted time and money. However, playing it safe with a copier that is too expensive can invite issues as well. More expensive does not always mean a better fit for your business, which is why it’s important to be able to estimate your business needs a few years down the road.
Buying a copier or printer for your office is a big financial decision, and selecting the best one for your business can have compounding results for your business. Keeping all of these points in mind as you begin shopping for your next office device will be sure to help you in so many ways as your company strives to increase efficiency, output, and profit.
If your company needs a guiding hand for procuring the right printing equipment for its office environment, contact the office technology experts at All Copy Products, today.