Despite the advances in technology over the years, the business world is still pumping out paper on a daily basis. When your office needs a new copier or printer, these are some of the important factors to consider in your search:
1. What functions do you need your office machines to do?
Modern office equipment can do more than just copy and print. In fact, multifunction machines are able to scan, print, fax, and even staple. They also take up less space and are cheaper than having multiple pieces of equipment.
If your company does choose the fax option, you should also know that fax doesn’t come standard on all machines. It typically costs anywhere from $300-$700 extra depending on your machine and its size.
2. How much printing and copying does your office do? Otherwise known as “Volume”.
Volume is one of the biggest indicators of what size machine you will need. If you aren’t sure how to estimate your volume ask yourself, “how many packs of paper do I put in the machine a month?”. A pack of paper is about 500 sheets. (Monthly packs used x 500 = monthly volume). This is important because it allows you to make sure you know your new machine can keep up with your current demand and any future growth.
3. How many sizes of paper does your equipment need to handle?
Your company may only copy or print documents on 8.5” x 11” paper. However, you may need larger options like legal (8.5” x 14”) or ledger (11” x 17”). Knowing what size you typically use will determine whether you need a A3 or a A4 machine.
4. Do you need the option to print or copy in Color?
Typically, most printing is still done in standard black and white. However, if you need to color to be an option, you should keep this in mind when selecting your new machine because this could make your total a little higher.
5. Are you replacing a machine that still has lease payments left? If so, How many? When does it end?
This will determine how much it will cost to “buyout” the remaining payments on your old copier. or printer. This can be paid by the customer or added to the next lease.
You will also want to determine whether the lease is a Fair Market Value Lease or a $1 buyout lease.
- If you have any questions about anything, please feel free to comment below!