Office efficiency and productivity have increased over the years as technology has advanced. One critical tool for most businesses that has evolved over time is your office copier, a workhorse to ensure business processes and daily tasks are accomplished. Finding the right business copier among a sea of options can be overwhelming unless you know what types of devices and corresponding features are available on the market today. Read on for an overarching guide to help you make the right decision for your business as you consider your next business copier purchase or lease.
Business Copiers: What Type Do I Need?
There are several features copiers offer to factor into your decision when selecting your new business copier. Below is an outline of some of the most prevalent features in copiers today for you to consider before making your choice.
Color Copies vs. Monochrome: The first overarching category to consider is whether you need to print or copy documents in color or monochrome (black and white). The best way to determine this is to think about who will use the copier you choose. If it’s a dedicated device for your marketing team, you should consider a high-resolution color copier that produces beautiful final outputs. If you plan to assign your new machine to your accounting or HR department, a monochrome printer may suffice.
Toner and Ink: Additionally, you must decide if your new business copier should be an inkjet or laser model. Generally, inkjet printers are best for high-resolution color output needs and are affordable for businesses of all sizes. Conversely, laser printers are a larger initial investment but offer a lower cost per page. Knowing your output volume needs and the number of pages provided by your ink or toner cartridge may help you decide between an inkjet or toner copier.
Office Space: You also need to consider the size of your office space where you intend to place your new copier and find a device that fits into your workplace. For personal use or small teams, a smaller business copier may be sufficient. However, if you intend for a larger team to share a networked machine, you must determine a dedicated space for your new copier.
Speed: The speed of your business copier is an essential specification to review when choosing your next device. Typically listed on spec sheets as pages per minute or “PPM,” this feature is necessary to ensure the copier can keep up with demand. The best way to decide on your next machine’s speed requirements is to review the number of pages you print during daily tasks. As a general rule of thumb, higher internal output volumes should be matched with faster machines.
Paper Capacity and Size: Paper capacity refers to the amount of paper a copier is able to store in its paper tray. Again, the more output volume required by your business, the larger your new device’s paper capacity should be. Similarly, consider the kinds of documents you intend to copy or print. Different devices allow for different sized paper to be utilized. Generally, business copiers classified as A3 or A4 are best for small- to medium-sized businesses (SMBs).
Scanning: While your business copier will likely have scanning capabilities, not every machine will offer duplex scanning abilities or an automatic document feeder. Document feeders are necessary if you want to scan a large volume of documents. The duplex feature allows you to scan on both sides of the output paper. Additionally, suppose your daily tasks require you to scan images as well as Word documents. In that case, you should check the optical resolution, whereby higher resolutions capture more pixels per square inch on the page, providing you with crisp and clear digital files of the original.
Memory: Many business copiers offer an internal memory that digitally stores your scanned and copied documents. This internal drive is similar to a computer hard drive. Your memory should match the volume of copy or print jobs you intend to make with your new device. The more memory you have, the faster the machine can process jobs.
Security: Because of the memory functionality and networking capabilities incorporated into new business copiers, you should approach them as you do your business’s computer network when it comes to security. Ensure your new business copier is protected from vulnerabilities with encryption functionality, updated software, and a strong password.
Business Copiers: Should I Buy or Lease?
Many office equipment vendors offer both leasing and outright purchasing options for business copiers. Both options have pros and cons, including maintenance issues, depreciation, costs, and tax incentives. Consider the following before making your purchasing decision.
Buying: When you buy a copier, the overall cost will be less since you can avoid any interest accrued over the life of the lease. It can also be a tax-deductible purchase. Since you own the copier, you have the option to sell it at any time to recoup some of the costs. However, purchasing a business copier requires a more substantial upfront investment, which may be cost-prohibitive for SMBs. Copiers will also depreciate and become obsolete over time. Perhaps the most important consideration when purchasing a device is that oftentimes general maintenance and repairs aren’t included in the purchase. Therefore, additional funds must be allocated to the upkeep of your device.
Leasing: Leasing is an excellent option for SMBs looking to incur predictable monthly billing for the use and maintenance of their next business copier. It may also allow you to incorporate copier technology you would otherwise be unable to afford. Leasing offers you the opportunity to regularly upgrade your device as your business scales, workflows advance, and technology evolves. Again, leasing ensures all copier maintenance is included, guaranteeing regular upkeep of your device to ensure it runs at peak performance.
Business Copiers: How Do I Choose A Vendor?
Admittedly, vacillating over features to include and purchasing options for your next business copier can be daunting. That’s where partnering with a dedicated office equipment dealer can help. The right partner will help assess your needs and match them to modern, technology-forward options that fit your budget. Moreover, your relationship with your technology vendor doesn’t end after the sale. The right partner will work with you to maintain and optimize your new device in the future as well.
But not all vendors are created equal. Your office equipment dealer should provide you with a professional service strategy. Not only do you want fast response times if an issue arises, but also preventative maintenance in order to keep the equipment working properly. Look for first-hand reviews and testimonials to provide insight on the quality of service and affordability of devices your chosen vendor provides. Since you likely need more than just a business copier, you may consider seeking a vendor that will help you with a comprehensive office technology solution that includes Managed Print Services, Managed IT services, document management solutions, and more. Bundling services streamlines billing with one monthly invoice and makes support issues painless as you have one helpline to call when any office technology pops up. The right provider analyzes your unique business needs and provides a custom, overarching technology strategy designed specifically for you and boosts productivity, improves efficiency, and enhances business processes.
If you’re in the San Francisco area and seeking a new business copier, contact Golden Gate Office Solutions today. Our dedicated team of knowledgeable technology experts will walk you through the process and match you with the right device that fits your needs and budget.
