Whether your company is a small business or a massive corporation, there is no denying that the office copier you have plays a major role in allowing for smooth business operations. When it does work you are easily able to print off reports, invoices, and materials for conferences.
When it does not work as it should, it causes significant disruptions that lead to delays and maybe even losses of business. The market for office photocopiers can be extremely overwhelming with most appearing that they could be just the model you need for your business, but there are certain factors that you need to take into account before committing to any copier that you are considering.
The volume that you need to print documents will largely influence what copier you purchase. To determine your typical volume, keep track of what you are currently coping per month or review your receipts for copies that you had made by another business as this will aid you in choosing the copier that is right for you.
If your company is smaller, you may only print a few dozen pages per day and therefore you will be able to get a personal inkjet printer that will be more cost-effective and you will not have to replace ink cartridges as often. If your company is larger with lots of employees printing, a multifunction laser printer capable of producing larger volumes of documents would be more efficient.
Before purchasing an office photocopier, you need to determine whether you need one with network capabilities. If you buy one and you do not need this feature, you will be wasting a large amount of money. If you need one because of the amount of employees you have that will be printing at once and you do not buy one, there will be many delays and frustrations as people have their print jobs queued regularly.
If you buy a copier with network capabilities, all employees’ workstations will be connected to the copier and they will be able to print from it as opposed to having one dedicated unit that people may have to wait to access.
3. Speed requirements
Delays can be frustrating as they can hold up business operations that could in turn cause relationships with customers to suffer. If your company is smaller, a copier able to produce 15 to 25 copies per minute is sufficient. An average office requires a model able to print 25 to 50 copies per minute.
The higher end copiers that should be considered for busy offices with high printing needs are able to product 50 to 60 copies per minute. Keeping these numbers in mind will make sure that you purchase a copier able to product at the speeds that you require and keep up with the demands of your team.
4. Other functions
Like any other company, chances are you also have other needs in addition to copying, such as faxing and scanning. As a result, you can either choose to get individual machines for each of these jobs or purchase a multifunction unit capable of completing all of these tasks. Having separate units will allow employees to complete different tasks without having to rely on one machine but will be more expensive to maintain them and you will need space to accommodate all of them.
Multifunction printers allow you and your employees to copy, fax, and scan all with the use of one machine and this saves costs and space. However, if something goes wrong with one feature it could affect the ability to do other things, meaning a complete stoppage of operations until it is repaired.