You can tell if your office copier has seen better days, right? Now more than ever, business is probably picking up, and you need office equipment to keep up with your business needs.
It might seem like you’re stuck with a big decision: how to choose the best office copier for your business, and when is the best time to do so?
Your business is different than any other, and you know you need an office copier unique to your business, customer, and employee needs.
Buying or leasing a new or upgraded office copier isn’t a minor decision and is probably part of why you’ve waited so long to bite the bullet. Maybe you’re asking yourself these questions:
- “Where do I start?”
- “How do I make sure I won’t get ripped off?”
- “What features do my employees use and need the most?”
- “What new pieces of copier technology should I be interested in?”
- “Is there a prime time of year to buy or lease a copier?”
- “Is my copy machine broken, or is it just old?”
- “Can I get a new copier when my lease on the existing copier is not up for another year?”
If you’ve asked yourself any of these, know you’re not alone, and it’s good you’re doing so! But, before you can adequately answer any of them, you must learn our answer to the question,
“When is the best time to buy an office copier?”
Drum roll, please…. The time is NOW!
What Do You Use Your Office Copier For?
Now that you know the best time to buy your office copier is ‘now,’ let’s discuss what you use your device for and assess the functions your business needs.
Before researching copier makes and models, you must educate yourself on the crucial functions your employees need in an office copier and the different aspects you look for in a copier company.
We’ve compiled a list that helps you choose the best copier for your business by assessing and identifying precisely what it needs to continue growing and succeeding.
Exceptional Service and Quick Response Times
The preference for quality of service from an office copier company depends very much on the person and the business. Some businesses prefer to keep their budgets lower regarding office equipment, even if that means the service isn’t all that great.
Others live by the saying, “You get what you pay for,” and feel strongly about paying more for better service. They don’t cut corners regarding the companies that serve them. It all depends on your expectations and the peace of mind you need.
Remember that the more you spend on a product or service, the more pleased you’ll be. This doesn’t apply to everything, but it's something to remember.
If your business prints and copies at lower volumes, you might not need to spend much money on a copy machine service provider.
Check how many copies you typically print or copy monthly to better understand your office copier usage. You can even do so by opting for a print assessment.
What Types of Documents Are You Printing and Copying?
Knowing the kind of documents you print and copy and how you assemble them is a great way to identify certain types of office copiers that will not benefit your business.
Do you mostly print reports in black and white? Are you copying high-resolution graphics and designs? The industry your business is in has a lot to do with the kind of office copier that best suits your company’s needs.
If you’re a small business that doesn’t utilize color printing and copying daily, you might not need the latest and greatest.
Choosing a smaller, black-and-white office copier is much better for your business than an office copier with all the bells and whistles needed for high-quality color and image resolution.
What Office Copier Features and Apps Should You Invest In?
Office copiers' technology has advanced dramatically, and you’d be impressed (and surprised) to learn what it can do.
Do you have some employees working remotely? How do your employees access your server? Check out some cool features and apps your employees can use and benefit from, even if they aren’t physically present at your office.
- Scan to Cloud Email: Scanning to Cloud Email allows you to scan something on your printer or copier. Instead of sending it to your business cloud network, it will be sent to an email address. This makes sharing documents with multiple recipients easy and keeps important files archived on your company’s server.
- Print to Cloud: Much like scanning to Cloud Email, Cloud Printing is the technology that enables access to printers over a network through cloud computing.
- Remote Control Panel: The Remote Control Panel on an office printer is an excellent tool for anyone who needs to access the machine remotely. It is accessed from CentreWare Internet Services and is simple to use.
- Office 365: Office 365 is a web-based version of Microsoft Office Suite (Microsoft Word, Excel, Access, Publisher, PowerPoint, and Outlook). It requires a subscription; however, your company might already have one. If so, you can incorporate the app on your printer or copier for even more ways to share, copy, and print your spreadsheets, reports, and presentations.
- Voice Recognition: Voice Recognition technology is not a toy. It allows users to interact with the printer or copier using their voice. This eliminates the hassle of going to the machine and touching the user interface, enabling you to control the device by voice command.
- Translation: Xerox created a pretty neat app that lets the user translate the document's language (over 25 languages) before it is delivered. If you work with international clients or employees and language is a barrier, this app is for you!
The Final Say: The Best Time to Buy an Office Copier
Read Forbes' article "How to Make Your Office Equipment Procurement Greener" to learn more about purchasing office equipmentChoosing the best office copier for your business is a big decision and can undoubtedly increase productivity and reduce the time your employees spend assembling projects and presentations. But believe us, the right time is now.
Take your time as you research. The best office copier for your business is out there; finding the right resources takes a little time and effort.
At AIS, we focus on keeping our clients well-informed of business trends and listening to their needs. When we listen, you win. We can only craft a technology roadmap to help you move forward using office technology like the most advanced copiers/MFP (multi-function printers), printers, and VoIP phone systems. We can also help you with business continuity and Managed IT Services. Contact us today and schedule a conversation with one of our business technology consultants.
