Workflow Optimization, Print Technology, MPS, Docuphase

How to Choose a Copier That is Right for Your Business

Posted on Apr 17, 2018 9:00:00 AM

In another age, copiers, printers, and fax machines were all distinct devices that fulfilled specific business needs.

Now, all of these functions are typically combined into a single device. Vendors may call the product you are looking for a printer or a multi function device. This can make it difficult to choose the right product for your business.

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If you are looking specifically for devices that excel at making copies, you will have to narrow your search to product line that meets those needs. Technical specifications like copy speed, image quality, and paper capacity are all features to be considered when choosing a device for your company.

Instead of starting with technical specifications, consider how the following three factors will affect your decision in choosing the copier that is right for your business.

1. Number of Employees

If you hold all other things equal, the size of your office will be one of the most important factors affecting your choice of copier. A start-up in a home office may do very well with a small-scale multifunction device with a quick copy rate – somewhere in the range of 25-30 pages per minute is usually sufficient.

A small business with at least 10 employees will generally need a higher performance copy machine. Specifically, you will need a device that can support complex workflows and have remote printing abilities. While your business is in this stage, flexibility is key.

If your organization has multiple departments, each with 5 or more employees, you will likely be better served by a high-performance machine that can perform a broad range of functions. A great deal of time and money can be saved by purchasing or leasing a business-class multifunction device with added finishing options, security authentication, and multiple user accounts. From this point forward, the multifunction device becomes central to document processing and productivity.

2. Intended Usage and Document Types

The types of documents you intend to copy most often will influence the choices you make concerning your Multi-function device. Consider whether the majority of documents you plan on copying will be in color or black-and-white. How important is image quality and resolution? If you are copying documents solely for internal use, you may be able to save money by compromising on image quality – but you cannot expect to do the same for documents destined to reach customers.

For instance, a legal firm may have a much higher volume of monochrome internal documents than a marketing company, which will want to send bright, vivid color documents to its customers and partners. Both firms can save money by purchasing equipment that speaks to their needs.

3. What is Your Monthly Copy Volume

Knowing how much you intend to use your multi-function device is another important factor affecting your choice. You may wish to conduct a print study to determine your current monthly usage and which employees have the highest volume. You can then use that data to predict how you will perform under expected growth scenarios.

Keep in mind that your monthly copy volume is an indicator of your current position in the marketplace. If you are intending to purchase equipment that will serve your business for several years, you should ensure that it is suitably robust to offer value throughout its lifetime. As your company grows your office infrastructure should grow in conjunction and to meet the increasing business needs.

Choose a Reputable Printer Dealer

Considering the number of employees using your copier, the intended documents you wish to copy and your anticipated monthly volume will help you narrow down your search for the multi-function device copier that is right for your business. Next, share this information with an innovative document print technology dealer.

Look for companies that offer support for the devices they sell and provide customers with flexible procurement options. Have you considered the value of leasing a device rather than a purchasing?  In addition to having the support of a top-notch service department, technology changes quickly; a lease can afford you new devices every three years.  You may find that the greater value may be in a managed print services lease rather than a purchase. A thorough evaluation of the way your business works will influence these decisions and help you determine which devices make the most sense for your organization. A reputable vendor will be able to offer you maintenance and service agreements that ensure your devices are well-stocked with the necessary consumables and are kept in good working order throughout its lifetime. Choose a dealer that addresses printer part defects and malfunctions and offers user guarantees for the devices they sell or lease.

Zeno Office Solutions offers a broad range of Xerox printers, copiers, and multi function devices. Use our ZOS 360 Assessment to identify your monthly usage volume and find the copier that is right for your business.

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