Even though much of the world is becoming digitalized, office equipment is still incomplete without printing devices. A reliable companion in helping your business grow, these devices increase workplace productivity and keep your documents secure. For that reason, investing in a good office copier for your company is always a good choice.

However, finding the perfect copier for your office can be difficult if you don’t have much knowledge about these specifications. This article will help you take the first step towards finding the perfect office copier for your business.

Types of Office Copiers to Choose From

Copiers have come a long way from their initial appearance and purpose. They are smaller, more compact, and come with multiple options. In addition to copying, they offer services like printing, scanning, faxing, and mailing. They also come in different types, brands, and prices. These are all factors to consider. However, the first step in choosing the right copier for your office is identifying the features that would be of most benefit for your company.

Laser vs. Inkjet Copier

Both laser and inkjet copiers have their pros and cons, and the right choice for your business will depend on how they fit into your needs and preferences. Laser copiers are famous for their speed and high-quality output. They can quickly produce a large number of copies and make your office more productive and efficient. They are also durable and their toner cartridges typically last longer than those of an inkjet copier. However, they are usually more expensive and larger in size. If your office doesn’t have much space and you’re not ready for a big investment, laser copiers might not be the right choice.

On the other hand, inkjet copiers are perfect for small printing needs. On top of producing high-quality material, they’re the cheaper option and ideal for smaller businesses that are on a tight budget. They are also relatively small and will fit into your office no matter the size. In addition, with inkjet copiers you can print on a range of paper types and sizes, which makes them perfect for producing brochures, flyers, posters, banners, and other marketing material.

The downsides of inkjet copiers are their speed and durability, which makes them incapable of keeping up with high printing volume and fast-paced office environments.

Color vs. Monochrome Copier

Another consideration is color copiers or black-and-white (monochrome) copiers. Color copiers print documents with a range of colors, which makes them ideal for businesses where documents need a visual impact. Monochrome copiers provide only two colors: black and white. This makes them perfect for businesses where documents are mainly textual and don’t require visual appeal. They’re also less expensive, faster, and smaller in size. Their simplicity isn’t for everyone though, but they are ideal if you need basic printing needs and have a limited budget.

Other Features to Consider

In addition to the previous features, there are a few more to consider before making a final decision:

  1. The speed of a copier is measured in prints-per-minute (PPM). Choosing the right copier speed for your office will depend on many factors. If you need to print a large volume of documents per day, have many employees who’ll be using the copier, or work in a hectic environment, you can’t afford to make the mistake of buying a slow copier. Consider these factors carefully and save yourself from additional costs in the future.
  2. There are many copier features that impact its size, and which you must consider together with the space you intend to provide for it. Copiers with the main purpose of quickly copying a high volume of material usually come with large features like paper trays, drawers, reversing automatic data feeder, and finishing options (stapling, hole punching, sorting, etc.). Other copiers that have additional features like scanning, printing, and faxing are also larger and will take up a lot of office space. Moreover, if you plan to add security features such as a card reader or a fingerprint scanner, take into account that you’ll need more space for your copier.
  3. The price of your copier will depend on all the factors already mentioned and more. Many make the mistake of not factoring additional costs like ink, toner cartridges, paper, maintenance, and security services into their decision. Carefully consider your budget and make sure that you won’t be paying for something your business doesn’t require.

Why You Should Lease an Office Copier

As mentioned above, some office copiers can be more expensive than others. Fortunately, when it comes to copiers, you always have other options like leasing and renting. But it’s important to recognize when that might be a good idea.

Owning a copier might be what most businesses do. It provides a sense of security and you can use the machine however you want. But even if this option might seem less expensive at first, over time most people learn that maintaining an office copier means a large investment.

If you’re on a tight budget, leasing a copier might be a better option. Leasing means fixed monthly payments, with no unpredictable maintenance issues and costs as everything is covered by the leasing contract. You also don’t have to worry about the next maintenance appointment, and you can always give your equipment an upgrade when the next lease agreement comes.

Ultimately, depending on the leasing option you choose, you can buy the copier or simply return it. The second option is equal to renting, which might be a good choice when you have short-term projects which require printing tasks.

Find the Perfect Copier for Your Office

Now you are well-prepared for your search for the right office copier. If you still have any doubts or concerns about which copier to choose for your business in Winston-Salem, Charlotte, or Greensboro, feel free to contact Kelly Office Solutions today. We will gladly provide you with more information and offer some great leasing options.