Whether you have a small or large business, chances are that you have a photocopier in the office. This is an important part of running an office and it’s a machine that will be used many times a day, every day. It’s also an expensive but necessary piece of equipment to help you run the business smoothly. If it goes on the blink, that’s when you truly realize how important it is.
If you’re in the market for an office photocopier, here are some tips to consider.
1. Go With A Trusted Name
It may be a little more expensive, but it is really a wise decision to go with a name brand rather than with a brand that’s cheaper and one that not too many people have heard of. Going with a famous name guarantees that you are getting a quality piece of equipment that has a great reputation.
2. Determine Your Budget
The main thing when buying a photocopier is to assess your budget. If your budget will allow it, then go with a trusted name brand. Even then, there are other things to consider. For example, how many copies can you get before you need to replace the ink or toner? Also, there can be many other functions that may not be used regularly, so there’s no point in paying more for all the bells and whistles. The more complicated the machine is, the more chances of problems arising, causing repairs to be done. Speaking of repairs, make sure to factor in maintenance and repairs into your budget. This means paying for parts and labour.
3. Estimating Business Needs
Take a look at what you will be using the photocopier for. Is it just for copying or will you require other functions as well? A multifunctional machine allows you to do several things quickly to streamline your office tasks. It would be helpful if you could estimate how many pages you will use per month. If you can determine this as well as the functions required, it makes it easier to find a machine that can handle your volume.
4. Save Time
If you’re looking for something that does more than just copy, then you could get a multifunctional machine that will save you time and money. For instance, you could put together a very professional presentation in a short time. Otherwise, you’ll have to spend time and money using other alternatives. Some of the more advanced copiers will allow you to print on both sides of the paper. This saves paper and cuts down on cost. Some machines are also able to assemble the work in a systematic manner and staple it together. This is a huge time-saver.
5. Paper, Printing & Volume
Depending on the nature of your business, you may want to copy and print large volumes. This may entail the use of larger-sized paper. If this is the case, then a basic photocopier may not be able to do the job. You may also want the job done quickly, so you need to find out how many pages the machine can copy in a minute.
In business, every bit you save counts. Think about the energy consumption of the machine. You need to get a machine that uses less energy when in the standby mode. You need to get one that has the ‘ENERGY STAR®’ label so that your utility bill does not shoot through the roof. The machine will stay cooler while it functions as well. This is a better solution for the environment and also saves the business some money.
Make sure to get a machine where you can update or upgrade any software that comes along with it. This is important otherwise it’s going to be an issue later on. There’s no point in getting another machine to compensate, so ask the dealer about future upgrades so that your machine will function optimally for a long time.
You can get a machine that does everything; print, scan, fax and copy, but take a look at what you really require for your particular business. While this option can save valuable space, if it’s not necessary, then just get a basic machine. Whatever you choose, make sure to take your time and ask the dealer all kinds of questions before deciding.