Your office copier is an essential component of your business technology. It’s evident by the size of headache it causes when it’s down. The fact is, you and your team rely on your copier daily. It’s important to make a well-informed decision when purchasing such a vital member of your team.
BUYING AN OFFICE COPIER
There are many things to consider when purchasing your office copiers. There are also many different models to choose from. A little time spent in research will go a long way. You want to make sure it will be adequate to meet your office print needs. You also want to make sure you’re not paying for more than you need. Get started with the following guide:
1) COLOR CAPTURES THE EYE
Color increases attention and recall. For marketing literature, presentations, and client correspondence, color is essential. However, a copier that only uses black ink could save you money. Consider your budget and primary uses when choosing the color output of your office copiers.
2) TOTAL OUTPUT IS IMPORTANT
Another crucial consideration is your weekly print volume needs. Do you have multiple users making a high volume of copies? If so, a larger copier with a higher printing capacity may be best suited for you. Review your office average print volume before looking at different models. Make sure the copier you choose can handle your weekly print volume and that you’re not paying for more than you need.
3) DO MORE WITH MULTIFUNCTION PRODUCTS
Many copiers can also print, scan, and fax. You can save office space and money by investing in a multifunction product (MFP). This is especially true if you have multiple departments all using the same machines. If you have multiple users with multiple output needs, an MFP is a must-have.
4) PRINT SECURELY FROM ANYWHERE
The newest models all come with wireless printing capabilities so your team can print remotely from any device. Working remotely increases productivity and can save overhead expenses. However, you will need to secure your network. Start by enabling the user authentication system so only authorized individuals have access to your machines. You will also want to use data encryption to make sure all your business data is protected while in storage or in transit. In addition, consider requiring authentication to retrieve output from your machines to prevent accidental unauthorized access of sensitive data.
5) CONSIDER LEASING VS. BUYING
Buying a new copier may prove cost-prohibitive. It is also a depreciating asset the moment you transport it to your office. While you may get several years of use out of it, technology advances rapidly and it may prove expensive to keep up. Copier leasing, on the other hand, is a much lower up-front expense. Lease payments are typically easier to budget. Since you don’t own the machines, they’re not a depreciating asset and the entire lease payment is tax deductible. You will also have periodic upgrade options, so it’s easier to make sure you always have the latest office technology.
BUILD YOUR FLEET
Your business technology is a vital part of your daily operations. The right equipment makes a world of a difference in your employees’ daily experience. Having inadequate equipment can lower office morale and affect productivity. Use this guide to make sure you get the most out of your office copier. Contact Us for more information on office copiers, copier leasing, and other innovative office solutions.