A Guide to Office Photocopiers: Five Tips

Elissa Bradford 2017-03-04 16:00:00

If you're looking for an office photocopier for your business, there are several things you need to know so as to make the right decision. There's no point in getting one that does more than is required while you spend needlessly. On the other hand, you don't want to fall short either. You want to have the best terms and conditions, a good, reputable supplier and excellent service to benefit your business. You need to assess whether it would be better to purchase or lease a photocopier. Let's take a look at some tips designed to help you make a better decision.

1. Business Needs

Ask yourself just exactly what your business needs from a photocopier. What sort of copy and print volume are you looking at? Do you expect this to remain constant or grow? Is speed an important consideration? Many photocopiers also include fax, printing and scanning capabilities. Are these extras necessary, or do you possess these separately? Do you have the option to upgrade? Perhaps a stand-alone photocopier is all that you need. Some insight into your basic needs should be your very first step. If you want to do more research on photocopiers to determine how they fit your business needs, there are additional resources in the XMA Business Solutions website.

2. Service

Customer service is important for many people and understandably so. How do you find their customer service? Would they come right away if you need them to repair a machine? Sometimes you may need to wait, which is obviously not good for your business. Do they offer regular maintenance to help the photocopier function to the best of its ability for as long as possible? Things like this may be added to a contract, but it's good to ask and find out if certain options are available and if they are, it might be worthwhile to take them. Remember, a good machine may have bad service which can cause lots of unnecessary problems compared to a fairly reasonable machine with excellent service.

3. Lease Or Buy?

This is perhaps the most important consideration. There is really no clear answer. It all comes down to money and the business and whether things like upgrades are important to the business or not. In the long run, it may be cheaper to buy it outright, but that would mean that upgrades are out of the question. Technology, like time, doesn't stand still, but does this really matter to your business? Would it have a negative impact? Leasing, on the other hand means that you can upgrade easily without having to buy a new one. Buying a machine means it's now a company asset, but a depreciating one. Do you have the finances available to make such a purchase, or would it be better to spend on other resources?

4. Pricing

Prices of copiers can be tricky. Some vendors may charge higher than normal prices just because they can. Then there are those who charge way below the market value to hook you and reel you in and place add-ons for this, that and the other and jack up the price. As you can see, it's best to do some shopping and searching to get some good information on some of the pitfalls before you make a decision.

5. Colour Or Black And White?

Colour photocopiers are gaining in popularity. As a result, they have become more affordable. Colour offers that extra professionalism and vibrancy when it comes to producing campaigns. Producing in-house is also economical, convenient and a big time-saver. Maintenance is also relatively easy.

Whatever you choose for your office photocopier, always make sure to read your service agreement or contract. Also, be familiar with print and copy specifications, things like speed, warm-up time and the volume of work you expect to create both now and in the foreseeable future. By asking yourself a few basic questions and weighing the pros and cons, making a good decision to benefit your business becomes far easier. For your consideration, more resources and information can be found on the Business News Daily website.

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