Photocopier features to improve office workflow
Finding the right photocopier for your office can be difficult if you don’t know what features you require. There are hundreds of copiers on the market today, each with their own distinct selling point.
You may notice photocopier features such as ultra-fast printing speeds, large output trays, or even advanced security software to protect information. So, how do you determine which photocopier features your office will require?
The answer lies in understanding what these specific photocopier features are intended to accomplish. You are already aware of your office’s requirements. So finding the right photocopier for your office comes down to finding a model that can do everything your office requires.
To assist you in making the best decision, we’ve compiled a list of our top five photocopier features for offices. You might be surprised at what features of copiers can help boost productivity in your office.
Print speeds
Depending on your office’s needs, printing speeds may be critical to its productivity. If you work in a large office where documents are frequently printed, don’t overlook a model’s printing speed before buying it.
When looking at photocopier features, keep the model’s PPM in mind (pages per minute). This term refers to how long it takes a photocopier to print a page of text in black ink. More detailed specifications will also tell you how quickly the model can print in colour, if it has that capability.
A photocopier’s warm-up time can cause delays with your printing speeds too. Laser and LED printers require their toners to be heated up before they’re ready for printing. If your photocopier has its own standby mode, then you won’t have to wait minutes for your photocopier to prime itself for printing.
Paper tray capacity
Most office photocopiers will have large paper trays to accommodate large volumes of prints. Paper trays are in charge of storing sheets before and after they have been printed.
If you frequently print large documents such as contracts and booklets, your photocopier should have high capacity paper trays. If your employees are unfamiliar with your model, reloading paper trays can be a time-consuming task.
If your photocopier’s output tray isn’t large enough, it may have a tendency to overfill with printed documents. An overfilled output tray is likely to cause a paper jam that could hold up dozens of queued printing jobs.
Paper tray capacity is a good indicator of whether or not a photocopier can handle your office printing demands.
Cyber-security
A hard drive will be installed in your photocopier to store all print jobs and faxes that come in. As a result, your model has the capacity to store gigabytes of sensitive company data. As a result, the data security measures of your photocopier should be as important as those of any office computer.
The convenience of wireless and remote printing comes with the added risk of a cyber attack. You should be relieved to know, however, that the most recent photocopier features include cyber-security to protect your documents.
So when it comes to choosing a new office copier, pay close attention to photocopier features that provide data security. Update the drivers on your photocopier, and you’ll always have the latest protection available.
We recommend Ricoh’s enterprise-class photocopiers for reliable cyber security. Ricoh’s models from the enterprise range can detect malware and prevent costly data leaks.
Wireless connectivity
Most photocopiers on the market today will have wireless connectivity. It only makes sense given that your office is likely to be filled with computers connected to wireless networks.
Wireless connectivity allows your photocopier to receive printing jobs from wireless devices such as wi-fi. When shopping for a new photocopier, make sure to look into the model’s wireless capabilities.
Some photocopiers may only enable you to print wirelessly within the confines of your office. If you’re after a model that can print documents from anywhere in the world, ensure it has cloud printing capabilities.
It’s also worth checking if the photocopier you have in mind is compatible with software such as Google’s cloud print software that can be used with IOS and android devices. We recommend ,Ricoh,Samsung, Epson, and HP photocopiers for their seamless ability to interact with cloud printing software.
Binding tools
A model’s ability to bind documents together is one of those photocopier features that tend to get overlooked. Bindery tools are an essential feature for organising printed documents.
Bindery tools on a photocopier can hole punch or even staple your documents together. Bindery photocopier features can help your staff save time that would otherwise be spent manually binding sheets together..
Bindery photocopier features can also save your office valuable workspace. There’s no need to dedicate extra storage space for large staplers and hole punchers that your staff would need to bind documents manually.
We recommend Canon,Ricoh and Xerox photocopiers for excellent stapling features. The binder component of a photocopier may also be referred to as a ‘finisher’. So look out for this term when you need a model with bindery tools.
