Copy, print, scan, repeat. The photocopier is continuously in use in an office space. While they generally run smoothly and without problem, they can be a great source of frustration for office employees. Many are outdated. It’s very important therefore, to make sure that the new photocopier you choose to install in the office saves time, making your employees happy and the business run more efficiently.
Purchasing the wrong photocopier, on the other hand, will slow things down, frustrate the employees, and ultimately waste money. Avoid those problems by considering these five factors when purchasing your next photocopier.
1. Speed Matters
The speed of a photocopier refers to how quickly it can scan and copy the original documents, and is perhaps the most important factor to consider when purchasing an office photocopier. Speed, in this case, is represented as pages-per-minute, or ppm, which the average machine printing at 25-45 ppm.
However, your printing and copying needs may require a faster, or even a slower copier (to save costs), so make sure to consider this before making a decision on a new office photocopier.
2. How Much Do You Print Per Month?
Photocopiers are, in fact, manufactured with a designated amount of copies that it is able to produce per month, referred to as the copy volume. The copy speed (ppm) is related to this figure, as a lower ppm will produce a lower pre-designed volume of prints per month. Moreover, the copy volume is categorized by name rather than a number.
For small practises or low usage, look for a SOHO printer (small office, home office); other categories include mid-volume, and high-volume and professional print for higher, and more advanced, usage. Before purchasing a new photocopier, then, it’s critical to estimate the amount of usage that it will require per month.
3. How Well Does It Connect to the Internet?
A good photocopier is defined by how well it connects to the wireless network, where users can easily connect their devices to the copier, without delay, to scan, fax and print their documents. Most mid-volume photocopiers come with a feature-rich network functionality as a default, but it’s crucial to make sure that this is a feature you require or not in a photocopier before you make a purchase.
4. Add-On Software for a Better Experience
Modern photocopiers not only have a wide range of functions and capabilities, but are fully complex and customizable in their features; there is far more to them than standard printing and copying. Many photocopiers are also capable of installing bolt-on, or supplementary, software that can provide even further enhancement and customization options.
It’s important then, to consider the photocopier’s specifications to make sure additional software can be installed. It is not necessarily a requirement, but it will make the experience much smoother and more suited to your needs. Furthermore, with this accessibility, the photocopier can be controlled from a smartphone or tablet.
5. Buy What You Need, Save What You Don’t
There are several factors that will influence the costs of an office photocopier, so it’s important to weight which functions you require, and which ones are expendable. For example, would you need color in your documents, or is black and white acceptable? Do you need finishing options, and what kind?
Many photocopiers are able to sort, hole punch and staple your documents. The more functions a copier has, the pricier it will be. Make sure to shop around for the best deals, but always choose the copier that is best suited to your office’s needs. That said, leasing options are available too, if you choose not to purchase.
There you go, five of the most crucial factors to consider before purchasing a new office photocopier. When done right, the photocopier can be a place for employees to gather and talk, rather than a source of frustration (for a reasonable amount of time, of course).
