Purchasing an office copier is similar to purchasing a new car. You want to find something with the right combination of features, power, and efficiency to get the job done while also providing a little something extra.
The comparison does not end there. When looking for an office copier, you have a lot of options, just like when shopping for a car. This five-step guide will point you in the right direction if you want to know how to find the best office copiers.
We’re here to assist you in selecting a printer that will meet the needs of your office while also making your job easier.
Five Steps to Finding the Best Office Copier
As you go through the five steps for finding the right copier, you’ll notice that selecting the right dealer is emphasised. Unlike car dealerships, which only sell one brand of vehicle, authorised copier dealers sell models from a variety of manufacturers.
A knowledgeable and experienced dealer makes it simple to locate the best machine for your small business. Keep that in mind as you go through the list.
Step 1: Go Beyond The Brand Names You’re Familiar With
When shopping for an office copier, don’t become fixated on a single brand and disregard all other options. Limiting yourself to one brand may lead to overspending on a machine that does not meet the needs of your office.
Furthermore, you may end up purchasing an office copier that breaks down frequently, causing you to spend more money on maintenance than your budget allows.
Shop with an open mind instead. It is critical to understand that different brands produce office copiers that can do everything.
A Multifunction Printer (MFP) from a variety of manufacturers (including Kyocera, Sharp, and Lexmark) can:
- Copy
- Scan
- Fax
- Download
Furthermore, various offerings include additional features and add-ons. With the right machine, you can connect wirelessly, print from the cloud, edit images, and save energy.
Furthermore, most machines nowadays have advanced security features to protect your data and reputation. However, if you only consider offerings from one brand, you may miss out on the copier features and functions you require (or overpay for them).
Step 2: Come Up With a Budget
Set a budget before shopping for an MFP or copier. Find out how much you can spend by speaking with the person in charge of expenses. Remember that the cost of the copier is only one of the expenses. You should also consider the cost of:
- Installation
- Maintenance
- Supplies
- Repairs
Some local suppliers charge separate fees for each aspect of purchasing and maintaining a machine, while others combine the costs. When speaking with the provider, you can learn how the company prices its devices and services.
Step 3: Ask the Right Questions When Choosing a Supplier
The supplier of your office copiers is just as important as the machine itself. To run an efficient office, you need a company that can manage your printing needs.
Make a list of potential office copier suppliers first. Then, ask some questions to the suppliers.
Be sure to ask questions, such as:
- On average, how quickly do you respond to service calls?
- What office copier features do I need for my office?
- Which copiers can keep up with the printing volume at my office?
- How many pages per minute do your machines provide?
- Do you provide remote monitoring?
- Does your company keep parts in supply for maintenance and repairs?
- Are most service calls completed in one visit, or do you need two or -more to get the job done?
- Do you charge a single price, or will I need to pay for installation,maintenance, and repairs separately?
- Which office copier do you recommend?
When you have the answers to these questions, it will be clear which local office copier partner will meet your needs and expectations.
Step 4: Check References, Reviews, and Awards
After getting recommendations for office copiers, do some independent research. Look up the machine’s make and model and read online reviews. Then you can learn how the devices have fared for other business owners.
The next step is to conduct research on the service provider. Check to see if the company has received any awards or accolades. Check the client retention rate as well. If the rate is high, it indicates that people are satisfied with both the office copiers and the service.
Finally, determine whether the company is a PROs Elite 100 Dealer. PROs Elite 100 certification is held by only 100 office imaging dealers in the country. These dealers have demonstrated a dedication to training and providing the best possible customer service. They are still audited to ensure that they provide excellent service.
When you choose a company with this distinction, you can be confident that it is among the best in the country.
Step 5: Visit Vendors Face-to-Face
You most likely have two or three providers who have piqued your interest after doing some research. It is now time to meet with them in person to determine which one is the best fit for your company.
During your visits, evaluate each company on its:
- Certifications of technicians
- Professionalism
- Number of locations since multiple offices make it easier to deliver products and support.
Spend some time running the models as well. You should be able to try out a product before purchasing it. It’s not a good fit if a company has a “look but don’t touch” policy.
