Whether your current office copier or printer has become outdated, lacks access to the latest technology, or your business has grown, requiring a more accommodating device for your workflows, you are in the market for new office equipment. Regardless of the specific reason, introducing a new device to your workplace is a positive step. Upgrading to a more modern copier will grant you access to valuable features that enhance the efficiency of your business processes, enhance document security, reduce downtime, and improve energy efficiency.
Selecting a new copier can be a daunting process, given the multitude of options available and the unique needs of your office. Here are some key considerations to assist you in making an informed decision, ensuring that you end up with a device that perfectly suits your requirements.
Space Available
When it comes to selecting an office copier or printer, your initial consideration should be the available workspace. In numerous small and medium-sized businesses, space is a precious commodity, and certain large multifunction printers (MFPs) can occupy a substantial area. Determine the most suitable spot for your new copier, ideally where it’s easily reachable for the employees who will use it and opt for a device that won’t excessively encroach upon your workspace or impede pedestrian flow.
Colour vs Monochrome
When selecting a copier, a significant choice you’ll face is whether to opt for a colour or monochrome (black and white) machine. In an ideal scenario, most offices want access to colour printing. Nevertheless, it’s essential to bear in mind your budgetary considerations. Colour copiers come with a higher price tag compared to monochrome devices, and their consumables are also costlier because colour machines necessitate four toner cartridges (black, cyan, yellow, and magenta), whereas black and white copiers use only black toner. Unless you anticipate producing documents intended for external distribution to clients or vendors, a monochrome copier will effectively meet your needs without exceeding your budget.
Inkjet vs Laser
You’ll face another crucial choice when it comes to selecting the right copier for your needs: deciding between an inkjet or a laser copier. For smaller businesses that don’t regularly undertake extensive printing tasks, opting for an inkjet device is often the more prudent choice. These devices are specifically engineered to handle lower print volumes and typically come with a more budget-friendly initial investment. Inkjet copiers excel at producing top-notch images and graphics while occupying minimal office space. Conversely, larger corporations with substantial print requirements would find laser copiers to be the ideal solution. These robust machines can deliver high-quality text output at impressive printing speeds, making them a dependable choice for demanding print environments.
Paper Handling
Another factor to take into account is paper management. If your office anticipates a significant volume of printing, it’s advisable to select a device with a generous paper capacity. This choice will help reduce the need for frequent replenishment of paper trays, preventing interruptions in your workflow and minimising frustration among your staff. Additionally, as you consider paper handling, it’s essential to contemplate the types of documents you’ll be producing. If your requirements are limited to standard 8.5″ x 11″ prints, an A4 copier will suffice. However, if you anticipate the need to print larger documents, opting for an A3 device capable of accommodating paper sizes up to 11″ x 17″ is the more suitable option.
Finishings
Are you in search of a device primarily for fundamental tasks such as copying, printing, and scanning standard 8.5″ x 11″ documents? Alternatively, are you seeking a solution that can harness more advanced functionalities and enhancements, like hole punching, stapling, booklet creation, and the like? These are crucial factors to weigh when making your selection among the diverse array of copiers available today. The more you comprehend your business’s copier requirements, the more effectively you can make an informed choice.
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