Although it is true that technological advancements have made it easier for employees and customers to communicate digitally, the need for printed documentation, contracts, marketing materials and more has not been eliminated and choosing copiers hasn’t got any easier.
When it comes to selecting an office copier, printer or multi-function device for your office, there are a wide variety of options. However, no two offices have the same requirements for these machines. In order to define your office’s requirements, there are a few important questions to answer first.
HOW MANY EMPLOYEES NEED COPIER/PRINTER ACCESS?
We have found that it is common to under- or over-estimate your employees’ printing requirements. In order to prevent both scenarios, your first step is to determine how many employees in your office need access to the printer and copier on a daily basis. As an example, some smaller businesses may not need a high-volume multi-function copier if it doesn’t require heavy usage by numerous employees on a daily basis. On the other hand, a desktop printer may not be sufficient or cost effective to meet the entire office’s printing needs.
WHAT PRIMARY FUNCTIONS DOES YOUR OFFICE REQUIRE?
Multi-function devices are a great addition to most offices because they combine print, copy, scan, fax and finishing capabilities in one machine. A multi-function device can cut down on maintenance and supply costs, compared to operating separate machines for all of these requirements. However, if your business never uses fax as a form of a communication and rarely, if ever, scan documents, you don’t need to spend money on a multi-function printer that provides these capabilities.
The beauty in having options is that you will be able to find the device with functions you need – so you won’t end up investing in something you will never use.
DO YOU REQUIRE MOBILE PRINTING CAPABILITIES?
The advance of mobile in the last five years has enabled employees to not only access documents on the go, from mobile devices, but even send projects to their printers from those devices. If your employees require this kind of flexibility, you’ll need to select an office copier printer with a reliable, easy-to-use wireless interface. You’ll need copiers and printers in your office that support cloud printing.
Answering these questions can mean the difference between the perfect selection the first time, or lost productivity caused by a poor investment. The right machine for your office isn’t necessarily the one offering the most features or lowest price point. The right copiers and printers are the ones that fit seamlessly into the day-to-day operations in your workplace. The best way to find that machine is by answering these questions, before you start shopping.