Best Copier for Small Business

Did you know that the first copy machine was first created by Inventor Chester Carlson on October 22, 1938 when he used static electricity created with a handkerchief, light and dry powder to make the first copy. Credit Happy Birthday, Copy Machine! Happy Birthday, Copy Machine! : NPR

Well lets just say the industry has changed quite a bit in the last 80 or so years, since Chester first created a copy. As a matter of fact, we don’t even call a copier a copier anymore, it is better known as a Multi Function Device (MFD). But for the sake of this article, lets throw the techical jargon out the window and refer to the MFD as a copier. 

Why you ask is a copier now a MFD and not just a copier? Great question. It is not because MFD sounds more sophisticated than a Xerox Machine or copier. The real reason is because copiers are no longer a single function device. MFD’s have the ability to multitask if you will, they can print, scan, copy and fax. Take that single function desktop printers! We are looking at you HP Desktop printer with your expensive half full ink cartridges. 

Now that you have a little background on the copier and its evolution. Let us get to the real reason why you are reading this blog. What is the best copier for my small business?

So, you have created your company and you are now looking to expand your operation. And you have realized that you need a copier for your small business. 

While doing your research on what copier would be best for your small business, you need some guidance on what product would be best. Well, there are a few factors that you should be considering to make the best decision:

If any of the questions above are true for you, you have come to the right place! 

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When considering the best copier for your business, the first question is, 

This is a very important question, because it will be the foundation of what product is best for your office. Once you know what type of output your company needs, you will be able to eliminate half the research. 

Next up on the chopping block: 

The reason why this question is important to look at, is because you want to choose a copier that can handle your paper volume.

The more volume you put on a copier the more issues you may have with the product down the line. Each device is rated to do a monthly duty cycle and making sure you stay within the recommendations will make sure you avoid a situation similar to this…. A picture containing outdoor, standing, person

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Next you need to ask yourself:

Most copiers come standard with the ability to print/scan/copy but if your organization needs the ability to fax, make sure you add that feature.

As mentioned earlier, copiers have evolved mightily over the last 80 years. The most significant development as far as these devices are concerned is their ability to make your work life easier by integrating with third party solutions.

With remote work becoming more of a norm, the copier has been a central hub to allow on-site and remote workers to stay connected via third party applications such as google drive, drop box, etc. 

Many people do not realize the central role the copier has within a small business. Just ask yourself, 

These are all scary situations for a small business to consider. Not to mention have major repercussions on your business. 

JFK put it eloquently years ago when we said, “Ask not what your Country can do for you, but rather what you can do for your Country.” You can apply a similar saying with your copier, “Ask not what you can do for your copier, but rather what your copier can do for you.”

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I joke about this, however, there is some truth to it. Copiers have become very sophisticated machines, that have the potential to not only help with office workflow but enhance your business processing needs. 

Now that you know the exact product that you want, the last question is do I purchase the device or do I lease the device? Don’t worry I am here to help with that as well!

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Purchasing a copier can be very expensive. These are not cheap devices, and remember they are essential to running your business so you want something that is extremely reliable.

 Not many people purchase copiers because of the upfront cost as well as it being a depreciating asset. Just like your 5-year-old computer, a copier does not have much value towards the end of its life. 

Leasing the equipment is a much more common. Yes, you will be incurring interest charges while leasing the product, however if you are in a lease, you can upgrade that machine as your business continues to grow. 

We talked earlier about making sure you have the right equipment for your volume, as you continue to grow your volume will increase and you will eventually need to upgrade to a more robust copier.

My advice is to keep your cash in your pocket, and well yes you will be paying interest while leasing in the long run you will have the flexibility to upgrade your MFD because your business will continue to grow and flourish! 

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Integrated Office Technology (IOTEC) is an office technology solutions provider that handles the project needs of our clients from conception to installation. Guided by our relentless commitment to the highest level of customer satisfaction, our experienced team of highly trained engineers, technicians, sales and support are here to exceed our customers expectations. We take pride in our comprehensive assessment of our client’s current technology infrastructure, evaluating hardware and software that will help our clients get the most out of their investment. 

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