Tips For Getting The Copy Machine That Best Suits Your Office
It's time to buy a copy machine for the office, and as office manager, the task falls to you to bring back a copier that's up to the challenge. But where do you begin? How do you know you'll end up with a machine that's capable of handling the work load your coworkers can throw at it while still having an affordable price tag and all the bells and whistles you crave? The answer is research:
Calculate the Daily Workload
Dig out last month's receipts from the local print shop and calculate exactly how many copies employees made, and then divide that by 30 to get a rough estimate of expected daily workload. This piece of information will be priceless when you're actually at the dealer and narrowing down the choices. You'll need a copier that's capable of maintaining this minimum number of copies day after day.
Consider the Features
The next step is to familiarize yourself with all the features offered on today's copy machines. While some may not be necessary, others are must-haves that will cut your copy-making time in half.
- Document Feeder: This little feature is a definite want. It allows employees to copy entire documents without having to repeatedly raise the cover and manually position the original. Talk about a time saver.
- Duplexer: If you want the ability to easily make two-sided copies, the duplexer is a must.
- Paper Supply Tray: Check the size. Standard ones typically hold between 50 and 100 sheets. Large capacity trays can handle thousands at a time.
- CPM: This stands for copy-per-minute. It's the speed at which your machine operates.
Lease or Buy?
Finally, you'll need to make the decision whether to buy your copy machine outright or to enter into a lease agreement over a period of three-to-five years. If you need a large, high-capacity copier, leasing may be the better option. Machines like these can cost thousands of dollars, and when you lease your copy machine, someone else will be responsible for the maintenance and repair. Just remember to read your lease agreement and service contracts through thoroughly before signing, and you should also know that just because you lease your copier from one dealer, this doesn't mean you can't go elsewhere to find a better service contract. You aren't obligated to buy your ink and paper from the same dealer either -- unless it's in your contract.
If you do the appropriate research before setting out to buy or lease your new office copy machine from a company like J M Todd Inc, you'll be sure to get one that's suits your team well.
