Six Rules for Cost-Effective Copier Upgrades

Your business may be in the market for a new copier if your current equipment is old, outdated, or no longer working. If your photocopier bit the dust, it's time to start researching your options.

Purchasing new office equipment, like a copier, is a serious investment that can range from hundreds to thousands of dollars. You want to know that the equipment you buy will be built to last — with low maintenance needs and few repair calls. Choosing the right copier upgrade can help to save your business money by investing in new technology that will improve office productivity and efficiency.

Here's where to begin...

6 guidelines for affordable copier upgrades

To zero in on the right copier for your business size and industry, consider these helpful guidelines to whittle down your criteria:

1. Start by determining monthly copy volume. If you weren't familiar with your monthly copy volume in your last photocopier purchase, it's time to crunch the numbers to determine average monthly paper use. Monthly copy volume is the currency that you can use to choose the right photocopier category based on size, speed, and volume. A low-volume copier can't support a large business; conversely, a high-volume copier will go to waste in a small business or home office.
2. Decide between color and black-and-white. A simple rule of thumb to remember is that color copiers cost more than black-and-white copiers. Although color copiers have become increasingly more affordable, it's still frivolous to pay for a feature you won't use. Don't even think about buying a color copy machine if you don't anticipate color copies in your future. If you print or copy color rarely, say once or twice a year, it may be more prudent to outsource this task to a copy shop when the need arises.
3. List your top three must-have features. As you start to research online, you'll notice that most photocopiers are advertised with all the bells and whistles. So that you don't get confused in your search, stick with the top three features your office can't live without. A university admin office may need copier finishing features like booklet making and hole punching; a multi-branch sales office may benefit from digital copier cloud storage to allow for remote printing from different locations.
4. Take your measurements. Many businesses go to the trouble of researching every copier feature under the sun to find the perfect fit, but they make one grave mistake: They forget about photocopier dimensions. Before you click to buy the perfect machine, make sure you have space for it in your office, whether it is a desktop all-in-one or a standup floor model.
5. Tie up loose ends. Even though you've already nailed down the key features that you can't live without, it's important to cover your bases in your copier selection. Take a moment to review copier requirements like paper size, memory capacity, finishing, and consumables. For example, a law office will require a copier that can print, copy, and scan legal size paper. The cost of consumables like developer, toner, and fuser oil can also affect your total copier cost.
6. Consider scalability. If you're ready to sign on the dotted line for a copier upgrade, take a moment to ponder how well a machine can grow with your current office setup. A high-quality photocopier may last 2 to 7 years, or 5 on average. Check and double check that a copier's size, volume, and features can support your office both now and in the future.

When all is said and done, sticking with these 6 copier rules will help you to go into a copier upgrade with both eyes open. Purchasing a brand-new copier to upgrade outdated or broken equipment is an investment. Your investment will quickly pay off when you select a copy machine that supports your business's monthly copy volume with key features tailored to your industry.