5 Smart Tips for Finding a Copier to Meet Your Office’s Needs

The right copier in the right location can do a lot to boost both mood and production in your office space. Like a printer that always jams up, a copier that isn’t reliable or doesn’t work quickly can cause frustration. If you’re updating office equipment, investing in the best quality copier for your team is critical.

1. Audit Your Past Copier Usage

If you have a copy of an old agreement with a copier leasing company or your repair company, make sure you have full knowledge of how many copies you actually run. If you used to lease copiers and had more than one on the floor, take a look at which machines got the most use.

Do you have a copier that didn’t get a lot of traffic? Do you know why? Perhaps it was in the wrong location. Perhaps it wasn’t reliable. If you’ve got folks in the office standing in line to make copies, your lack of quality copiers is actually adding to your labor costs. Now is the time to put the right copiers in the best locations.

2. Color or Black and White?

How many color copies do you need to be able to produce on a regular basis? Do you have one department that always needs color copies and another that seldom does? Now is the time to put the “location, location, location” rule to best use.

If 90% of your color copies come from just one or two people, the color copier needs to be as close to their workspace as possible. A small color copier may be justified in such a case. Because color copiers cost more money, it may be necessary to log your color copies.

3. Use Your New Copier to Scan

Perhaps you need to occasionally scan documents to send to a client. The quality of scanned documents from a high-end copier will be much better and provide a cleaner attachment. Such scans will also make for a larger PDF than a scan on a more rudimentary machine.

4. Custom Printing Options

As a general rule, printers are less costly than copiers and may require less maintenance. If you need a printer that will handle large pieces of paper or custom print jobs, such as double-sided printing, it may make sense to invest in a copier that can handle such occasional loads.

In this case, make sure that your staff is fully trained on the best way to use the many features of this new tool.

5. Talk to a Professional

Make a list of your standard copy jobs as well as your custom or occasional needs. Bring this list to copier professionals to make sure you have the machine that meets all your needs. If you can create a sample of some of your more challenging copy jobs, do so.

Your new copier choice can be a great way to reduce workplace stress. Investing in a copier company that also offers excellent and responsive service calls is crucial. You have the chance to build a strong collaborative relationship with a new copier company.

Brett Sartorial

Brett is a business journalist with a focus on corporate strategy and leadership. With over 15 years of experience covering the corporate world, Brett has a reputation for being a knowledgeable, analytical and insightful journalist. He has a deep understanding of the business strategies and leadership principles that drive the world's most successful companies, and is able to explain them in a clear and compelling way. Throughout his career, Brett has interviewed some of the most influential business leaders and has covered major business events such as the World Economic Forum and the Davos. He is also a regular contributor to leading business publications and has won several awards for his work.