You might think that copiers are no longer necessary in the modern technological world. But even if your business is mostly digitalized, other businesses or clients might not be. For that reason, you need a business copier to suit your specific needs.
Here’s the ultimate guide to choosing your business copier.
Why Copiers Are Still Irreplaceable Office Equipment
Having the right copier for your business comes with many benefits for your office. It can help you save time and money while also increasing productivity and ensuring a smooth workflow. By choosing a user-friendly business copier, your employees will complete their tasks more efficiently.
A more advanced copier can also help your business grow by producing high-quality marketing and presentational material. In addition, copiers can keep your data secure with the proper IT service, and backing up your documents on paper is never a bad idea.
However, there isn’t one single business copier that fits everyone’s requirements and preferences. You might not need the precision of a laser printer, or the speed of 60 pages per minute. Deciding on a perfect copier for your business involves proper research. But before you consult with a professional, here’s some general advice to follow.
What to Consider When Choosing a Business Copier
When choosing a copier for your business, there are several things to consider.
Copier Purpose
Rarely does any organization or individual invest in such a piece of office equipment without a clear purpose. If you know what your new copier will be used for, you already have half of the job done. What you’re looking for in a copier will decide its main features and also make any other questions easier to answer.
If your business is small and doesn’t require formats larger than A4, it’s best to keep it simple with desktop copiers. For banners, posters, spreadsheets, and other materials of larger size, wide-format copiers like A3 copiers are a better choice. If your office only prints text documents, black-and-white (mono) copiers will be sufficient. If you frequently deal with promotional material, high-quality images, or graphics, color copiers are the way to go.
Volume of Printing
How much pages you print per day will dictate the speed of your copier. If you need to print a large volume of documents, big office copiers can do that for you. They also come with some features that save time like hole punching, page sorting, binding, and automatic duplex printing.
Another feature to consider in terms of speed is whether the copier is an inkjet or laser type model. Even though they’re usually more expensive, laser copiers are a more efficient option than inkjet copiers as they can print documents at a higher speed.
Number of Employees
The number of employees in your company will decide the issue of copier connectivity. If you have many employees, your copier needs to be connected to multiple devices. This calls for a network copier. With most digital and multi-function devices, this is a built-in function. It allows everyone in your office to print and scan wirelessly, and send documents to various devices and locations, which is a great time and money saver.
However, network copiers can be the perfect targets for hacking and unauthorized access. They often contain sensitive information that can be misused if it gets into the wrong hands. For that reason, it’s important to entrust the security of your network to a reliable IT support team.
Office Space
The size of your office plays a role in many aspects of your business. Fortunately, copiers in general are a great way to save space. Apart from copying, modern copiers come with other features such as scanning, printing, faxing, and mailing, so you don’t need multiple devices that will only fill up your precious office space.
If your business is housed in a small office and doesn’t require your copier to do tasks that are too demanding, it’s worth opting for a desktop copier. That said, network copiers save you from purchasing more than one copier. Plus, they decrease the foot traffic in your office.
However, if your business is fast-paced and requires a large volume of printing, there’s not much you can do about space. A better option will be a copier with accessories such as paper trays, large capacity drawers, reversing automatic data feeder, hole punching, booklet making, and similar. All these features take up additional space. What’s more, if you have a large number of employees and want to invest in a security measure such as a card reader, it’s another thing to consider when assigning space for your future copier.
Budget
A deciding factor may be the price. Copiers present a considerable expense for your business, especially considering regular maintenance if you purchase a device outright. As mentioned, laser copiers can be more expensive than inkjet copiers, but if speed is a priority, it’s a worthwhile investment.
However, there are ways to save money. One option is leasing a copier instead of buying a new one. That way, you don’t have to worry about unpredictable maintenance fees. Everything is covered by fixed monthly payments that make your budget consistent. Furthermore, leasing allows you to upgrade your equipment whenever you renew your lease.
Another, perhaps less attractive option, is buying a refurbished copier. If your budget doesn’t allow you to buy the desired copier, this could be a temporary solution. It will save you a lot of money, and with a trustworthy repair service, there shouldn’t be any issues.
Find a Business Copier That Fits Your Needs
Whether you opt for purchasing or leasing, for a laser copier or an inkjet copier, investing in a business copier is never a mistake. They’re a reliable and useful tool that will last for a long time if maintained correctly.
If your business in Houston is looking for its new copier, our experts at On Demand will gladly guide you through the purchasing process and provide more information about how to choose a suitable model. Contact our office today. We’ll be happy to work with you.