From a technological standpoint, offices have changed a lot over the years. Many now make use of a wide variety of advanced tools and solutions, like cloud storage and artificial intelligence. However, even in these modern offices of the modern age, there is still space and necessity for classic pieces of hardware, like a business copier. This guide explores the ongoing value of copiers, and why it’s important to pick the right one.

Why Copiers Are Still Needed

A lot of businesses are investing in document digitalization as part of the push toward paperless offices. However, at least for the time being, it’s impossible to run an office without at least some physical documents.

Letters, contracts, payroll forms, application forms, financial papers, business reports – the average business makes, receives, and manages large numbers of these kinds of documents each year. Many of these offices need to keep physical copies or have to make copies to send to partners, suppliers, or customers.

That’s why business copiers are still so essential. They’re necessary, almost irreplaceable staples of the office, used daily to support everyday operations. Let’s not forget that many modern business copier models are multifunctional, also helping with printing, scanning, and even faxing.

Why It’s Crucial to Pick the Right Business Copier

As explained above, it’s almost impossible to run a modern office without a business copier. But, when buying or leasing a copier, it should not be a case of “any model will do.” Instead, businesses have to choose their hardware with care, especially now, as modern copiers vary greatly in terms of cost, features, functionalities, and even security.

Here are some of the important reasons to pick the right business copier.

Supporting Your Workload

We’ll begin with perhaps the most obvious and important reason to choose your copier with care: it needs to be able to support the amount of copying (and potentially scanning, printing, etc.) that you do each day.

There would be no logic in buying a device that struggles to handle heavy workloads, for instance, if you need to make hundreds of copies each day. Likewise, it would be unnecessary to invest in a super speedy, high-end copier with lots of functions if you don’t actually do that much copying.

Easing the Burden on Staff

Ultimately, one of the main benefits of buying good quality office equipment is to make your employees’ lives easier. They need access to the right kinds of tools to carry out their duties, but if you buy the wrong copier, you may inadvertently make their day-to-day tasks more difficult and frustrating.

Some copies are quite slow, for example. Others are difficult to configure and aimed more at the advanced workforce than beginner users. The right kind of copier for most businesses has to be easy to work with, intuitive, and speedy enough to support staff needs.

Multifunctional Devices

As mentioned earlier, many modern copiers aren’t just copiers. They’re printers, scanners, and more; all-in-one devices that do several jobs simultaneously. But there are still more basic copier models out there that only copy.

Thus, another reason why it pays to pick your copier with care is to find one that can efficiently and productively meet all your business needs. Maybe you only need to copy, in which case a standard model will suffice. But maybe you want to save space in your office and get one device that can do it all – copy, scan, and print – rather than three separate ones.

Improving Morale

It might sound strange to suggest that something as simple as a business copier could improve morale. But there is actually a great deal of data to back this up – employees consistently agree that having access to useful, reliable equipment around the office helps with their morale.

Why? Because it makes it easier for them to get work done. Rather than having to deal with a slow, faulty, or otherwise frustrating piece of equipment that keeps them away from more engaging tasks, workers can rely on a quality copier to give them what they need quickly and conveniently.

Avoiding Waste

There’s a lot of talk in the business world about cutting down on waste and becoming more sustainable. Well, a large part of that comes down to the office equipment you choose. Many devices are wasteful, both with energy and other resources like paper, toner, etc.

Even simple copiers, for example, may require lots of power to function as they lack any kind of idle or sleep mode. They may also consume more paper than necessary. Better models are much more efficient and aligned with eco-conscious philosophies.

Strengthening Security

A lot of business owners are committed to strengthening their cyber defenses at a time when there are many digital threats out there, from hackers to ransomware. However, many are also blissfully unaware that office hardware – like copiers and printers – can create vulnerabilities in their networks.

Indeed, a single unsecured printer or business copier could provide an easy pathway for hackers could get into your network, where they could steal or view your sensitive files. Modern, sophisticated copiers are equipped with better levels of cybersecurity to mitigate such risks.

Fitting Your Budget

Lastly, it is, of course, crucial to think carefully about how much you can budget to spend on a new business copier, and not make the mistake of overspending or underspending. This is particularly important for businesses on the smaller side, which may have more modest budgets that require careful management.

If you overspend on a fancy, high-end model, you might not actually need all the features and benefits it brings. However, underspend on an insufficient copier, and you may see the negative effects on productivity, morale, and more.

Find Your Perfect Business Copier Today

As you can see, there are many considerations that go into picking the right business copier, and it’s not a decision to take lightly. That’s why a lot of businesses turn to the pros for recommendations and guidance in the right direction.

Kelly Office Solutions has helped numerous businesses in Winston-Salem, Charlotte, and Greensboro pick the perfect copiers. We’d be happy to help you, too, so please get in touch today to get started.