How to Choose the Right Copier for Your Small Business

Choosing the right copier for your small business requires looking closely at your budget, personal needs, employee needs and additional feature requirements. Whether you need a high-volume copier for daily, continual use or only a few desktop copiers for specific team members, finding the right make and model is essential.

What Are Your Company’s Needs?

When choosing the right equipment for your business, you’ll need to consider your exact needs, including aspects like copy volume, unique features or the company’s future growth. Start by defining what copy problems your business and employees struggle with. Ask yourself the following questions:

• Size: Do you expect the size of your staff to change? Do you expect many copies per day or month due to your number of employees?
• Access: How many employees need to access the copy machine each day? Are there wait lines for the machine? Does it reduce productivity by causing employees to wait for access?
• Number: Will you need one printer or multiple machines throughout the business?
• Security: How much do you value security? Does your business handle secure or private information needing protection through a secure copier?
• Features: Do you need extra features like wireless printing or connections, finishing options, paper size variations or job management?

As a small business owner, manager or administrator, you should consider what features you can’t live without. Do you value copiers that can handle large amounts of color, or would you prefer features like stapling and sorting? Perhaps you need all three. Here are a few copier considerations for small businesses to keep in mind:

• Sorting
• Stapling
• Saddle Stitch
• Scanning
• Faxing
• Network printing
• Duplexing
• Color
• Cloud printing
• Mobile printing
• Wireless printing
• Security

What Are the Different Types of Copiers?

Depending on the type of products or services you offer, you may need a different kind of copier to fit your unique needs. Compare copiers, like standalone, multifunction or desktop machines, to give you an idea of what might fulfill your requirements. Here are some of the best copiers for small businesses:

• Mono copiers: Mono copiers, also called black and white copiers, produce only monochrome tones using black toner. Depending on your volume needs, you can find various monochrome copiers with different capacities. A mono copier may be right if color is not as crucial to your daily operations.
• Color copiers: For businesses that require or prefer color printing, consider a color copier that produces various tones using a four-toner color cartridge.
• Standalone copiers: Standalone copiers are large and offer various features for your small business. Consider the standalone version if you need a moderately sized copier for various printing and volume needs.
• Production copiers: Production copiers can handle high volumes of printed papers and are useful for printing or publishing businesses.
• Network copiers: For small businesses that like to connect all their employees to the machine for remote printing, a network copier is very useful. They have wireless printing, faxing and scanning options to increase productivity and reduce wait lines.
• Multifunctional copiers: These types of copiers are beneficial for a business wanting a copier that has various functions like printing, copying, faxing and scanning all in one. Many also have internet access which allows for in-network functions and unique features.
• Desktop copiers: Desktop copiers use smaller paper sizes for small spaces and individual use. Employees can use these copier types for personal use or daily tasks.

How to Choose an Office Copier

When choosing the best copier for small business operations, there are a few critical areas to consider. Here are four essential steps for selecting an office copier.

1. Consider Your Budget and Costs

Your business’s budget is one of the most important considerations when finding a new copier. Think about how much the upfront costs will be compared to other models. When the copier operates, how much will it cost to maintain and service? Will the company you bought or leased it from help with maintenance, or are you left on your own pay for fixed problems?

Some costs to consider include initial costs, toner, service and maintenance, repairs for broken parts, leasing, financing or buying price, and the cost of items like paper, staples and ink.

2. Explore Different Brands and Models

Closely consider the brands and models of each copier. Some models might have a better reputation than others, while certain brands offer better features and services. Here are a few tips for comparing different copier brands:

• Look at ratings and reviews: One of the best ways to compare copiers is to look at their online ratings and customer reviews. Previous customers will be honest about how well the machine worked, and you can find valuable information that might influence your final decision.
• Service and maintenance assistance: Does the brand or model company offer deals on service and maintenance should you run into a problem? Will they train you on using the equipment or leave it up to your employees?
• Unique features: Think about what special features the brand or model offers that others do not. Depending on your small business’s needs, specific models may better fit your requirements.

3. Decide Whether to Lease or Buy

While you could always go and buy a copier from a big box store like Staples or Office Max, leasing a copier from a reliable company like Doceo is a better option. For those comparing the benefits and challenges of leasing versus buying, consider how Doceo works with small businesses to find them reliable equipment. We also ensure you receive installation services, employee training and necessary supplies for a single monthly fee. We can even work with you after installation to ensure the equipment remains functional and suits your needs.

4. Consider Service and Maintenance Requirements

Regular maintenance is essential if you want to prolong the life of your copier. Consider how often your potential copier might need service and care to function correctly, as this might be a deciding factor in your final decision. You might want to get a warranty or service plan to cover the maintenance costs and ensure your equipment is protected in the case of a breakdown or issue. You should also have a reliable service provider who can help pinpoint and solve problems quickly to preserve the productivity of your business.

Partner With Doceo to Find the Right Copier Solution

Small businesses that want to partner with a local, family-owned business can find reliable copier leases through Doceo. Formed in 2004, Doceo has professionals and experts ready to answer your call in a response time of two hours or less. For businesses looking to lease a long-lasting copier and enjoy the services of Doceo, our company can provide you with quality equipment to fit your specific needs. We have locations throughout Pennsylvania, Maryland, DC & Virginia including Lancaster, Harrisburg, Baltimore, Westminster, and Chantilly making finding assistance across the East Coast easy.

When you partner with Doceo to find the best copier for your small business, we will listen to your unique needs and provide excellent customer service. We walk you through the entire leasing and installation process, including training your employees to understand the new equipment’s special features. Contact us today to speak to a representative or request a quote online.