As business copiers and grown more and more complex, choosing the right one for your SMB has only become more and more difficult. With so many options out in the market today, it’s hard to even know where to begin. Don’t get bogged down or lost in all the options, however. Start by assessing your need and then let it guide you through the process.

Choosing the Best Copier for Small Business

Copiers are now also known as multifunction printers or MFPs. They are packed with so many functions and features they are a swiss army knife of office solutions. That being said, you don’t want to pay for something you don’t need and you don’t want to buy something that can’t do what you need it to do. Use the following guide to get started finding the right business copier for you.

1) Prioritize desired features.

It’s a good idea to divide the functions you’re considering into wants and needs. Start buy taking a look at what the copier will be used for. You can buy copiers with various functions and capabilities ranging from copying, scanning, printing, faxing, folding, stapling and more.

You want to find the copier solution that will streamline your workflow most effectively and efficiently. Make one list of absolute needs, things you can’t live without, and another list of things you would like to have but are not necessary.

2) Analyze your need.

What is your daily and weekly print volume need? Do you print hundreds of pages a day? Thousands? Talk to your employees. Find out if it frequently takes a long time for print jobs to be completed or if several large print jobs at one time are always getting backed up. If either or both of these is true, you may need to upgrade to a higher-volume copier.

3) Color vs. black and white.

Is all your printing for internal purposes or do you make printouts for clients too? If all your printing is internal, you may be able to save some money with a monochrome (black and white only) multifunction copier. However, if you’re consistently producing printouts to distribute to clients, people are inclined to pay more attention to color.

Another thing to consider is the graphic output requirements of your printouts. Are they mostly text with maybe your logo and a splash of color here and there, or are they more graphic intense? Consider carefully whether black and white or color will best suit your needs. You may even consider having one color machine and various black and white copiers.

4) Let’s talk budget.

Get an idea of your current printing expenses. Do you own your machines or are you leasing? What is your average cost per page of printing? If your in house IT team does all your troubleshooting and repairs, factor in that cost too. What is your ongoing supplies expense? Do you have a monthly service agreement? Finally, if you own your own equipment, factor in depreciation, or its steady loss in value.

You may not be keeping track of all of this and that’s ok. Your copier provider will be able to analyze all your data and help you find the best business copier that fits within your budget.

5) Should you lease or buy?

There are many factors to consider when determining if copier leasing vs. buying is best for you. Some of the benefits of buying include ownership, a one time tax right off, and once it’s paid for it’s paid for. Leasing, however, comes with another set of benefits that may be hard to pass up.

The entirety of your monthly lease payment is fully tax deductible, for starters. It’s also likely the most cost effective way to keep your equipment up to date with current technology. You can typically sign a maintenance agreement with the lease so you you know you’re taken are of, no matter what issue or problem may arise. Maintenance as a lower monthly maintenance cost is much easier to budget for than sudden large repair costs. It’s important to examine both options and weigh out which will fit best in your business needs.

The Right Office Equipment Makes All the Difference

Choosing the right business copier for your SMB will breathe new life into your daily office operations. It can boost productivity and even increase your bottom line. When your employees are able to be more productive, office morale will increase. Higher morale, in turn, will increase your productivity even further. Use this guide to choosing the best copier for small business to get started finding the copier that’s right for you.

Contact Us to learn more about the wide range of copier solutions available for SMBs and for assistance assessing your copier needs.