How to choose the right copier for your small business

Selecting the appropriate copier for your small business necessitates a careful examination of several factors, including your budget, individual preferences, employee requirements, and any additional features you may need. Whether you require a high-capacity copier for consistent daily use or just a few compact desktop copiers for specific team members, identifying the ideal make and model is crucial.

What are your company’s needs?

When it comes to selecting the appropriate equipment for your business, it’s essential to carefully assess your specific requirements. This involves considering factors such as copy volume, distinctive features, and the potential growth of your company. To begin this evaluation process, start by identifying the copying challenges that your business and its employees currently face. Pose the following questions to yourself:

1. Size: Are you anticipating changes in your staff size? Will the number of copies required daily or monthly vary based on your workforce?
   
2. Access: How many employees require daily access to the copier, and are there instances of wait times, which might hinder productivity by causing employees to wait for their turn?
   
3. Number: Are you in need of a single printer, or will multiple machines be necessary to accommodate your business’s needs?
   
4. Security: To what extent do you prioritise security? Does your business handle sensitive or confidential information that demands protection through a secure copier?
   
5. Features: Do you require additional functionalities such as wireless printing or connectivity, finishing options, variations in paper sizes, or advanced job management capabilities?

Small business owners, managers, and administrators should carefully assess their essential requirements when it comes to copier features. Whether it’s the capability to efficiently process substantial volumes of colour documents, the convenience of features like stapling and sorting, or the need for a combination of all three, it’s vital to make informed decisions. Here’s a list of key factors that small businesses should take into account when choosing a copier:

Evaluate these aspects to determine the copier that best suits your small business’s specific needs and objectives.

What are the different types of copiers?

Depending on the nature of your products or services, your specific copier requirements may vary. Evaluating different copier categories, including standalone, multifunction, and desktop machines, can help you determine the best fit for your needs. Here’s a selection of top copiers suitable for small businesses:

• Monochrome Copiers: Also known as black and white copiers, monochrome copiers exclusively produce black and white prints using black toner. Various monochrome copiers with different capacities are available, making them a good choice when colour isn’t essential for your daily operations.
  
• Colour Copiers: Businesses that necessitate or prefer colour printing should consider colour copiers that utilise a four-toner colour cartridge to produce a wide range of colours.
  
• Standalone Copiers: These copiers are larger and offer a variety of features ideal for small businesses. Opt for a standalone copier if you require a moderately sized machine to address various printing and volume needs.
  
• Production Copiers: Tailored for high-volume printing tasks, production copiers are invaluable for printing or publishing businesses, offering the capacity to handle large quantities of printed materials.
  
• Network Copiers: Ideal for small businesses seeking to connect all employees for remote printing, network copiers come with wireless printing, faxing, and scanning options, enhancing productivity and reducing wait times.
  
• Multifunctional Copiers: These copiers are an excellent choice for businesses looking for a versatile machine that combines functions like printing, copying, faxing, and scanning into a single unit. Many also provide internet access, enabling in-network functions and unique features.
  
• Desktop Copiers: Designed for smaller paper sizes, desktop copiers are space-efficient and intended for individual or personal use. Employees can utilise these copiers for their personal tasks and everyday needs.

How to choose an office copier?

When making the decision to acquire a new copier for your small business, there exist several vital aspects to take into account. Here are four crucial steps to guide you in the selection of an office copier.

1. Evaluate Your Budget and Expenditures
   
   Your small business’s financial considerations hold utmost importance in the quest for a new copier. It is essential to weigh the initial costs in comparison to alternative models. Additionally, you should factor in the ongoing expenses related to copier maintenance and servicing. Determine if the provider offers support for maintenance, or if you are responsible for handling repairs independently.
   The expenses to factor in encompass initial purchase costs, expenses for toner, servicing, repairs of faulty components, leasing or purchasing costs, and expenditures on consumables like paper, staples, and ink.
   
2. Investigate Various Brands and Models
   
   Carefully scrutinise the brands and models available in the copier market. Some models may enjoy a superior reputation, while specific brands may offer enhanced features and services. To aid in your evaluation of different copier brands, consider the following tips:
   
   • Peruse online ratings and customer reviews: A valuable method to compare copiers is by perusing online ratings and customer feedback. Previous users often provide honest insights into a machine’s performance, offering valuable insights for your ultimate choice.
     
   • Examine service and maintenance provisions: Assess whether the brand or model company extends service and maintenance packages in the event of issues. Determine if they offer training for your staff on equipment usage.
     
   • Deliberate on unique features: Consider the distinct features offered by a brand or model that distinguish them from others. Depending on your specific business requirements, particular models may align better with your needs.
     
3. Decide Between Leasing and Buying
   
   While the option to purchase a copier from retail stores is available, leasing from a reputable company like presents several advantages. For those deliberating the pros and cons of leasing versus purchasing, Compare the Copiers can but you in touch with cost-effective providers who offer both leasing and purchasing of copiers. Many providers also offer installation services, staff training, and essential supplies for a single monthly fee. Furthermore, they offer post-installation support to guarantee the equipment’s ongoing functionality and alignment with your needs.
   
4. Account for Service and Maintenance
   
   Routine maintenance plays a pivotal role in extending your copier’s lifespan. Evaluate the frequency with which your prospective copier will necessitate servicing and care to operate optimally, as this can significantly impact your ultimate decision. Consider acquiring a warranty or service plan to cover maintenance costs and safeguard your equipment in the event of breakdowns or issues. It’s also prudent to establish a reliable service provider capable of swiftly diagnosing and resolving problems to uphold your business’s productivity.
   

Use Compare the Copiers to Find the Right Copier Solution

Small businesses looking for a cost-effective copier service solution tailored to their needs can use Compare the Copiers. Simply fill in the form on our website with your details and our team will scour our database of copier/printer service suppliers and match you with the right companies based on your needs and budget. In just seconds, we can match you with the best value suppliers for your requirements – it’s quick, simple and hassle-free!