How to Choose a Copier: an quick intro to choosing a copier for noobs

Are you drowning in a sea of options, unsure if you need a basic machine or a high-tech marvel that will get your dry cleaners and make you a coffee too? Maybe you’re trying to balance cutting-edge features with a budget that demands practicality. Environmental concerns, service reliability, and spatial considerations only add to the complexity. Add conflicting advice and pushy sales tactics to the mix, and it can be overwhelming. Fear not! We made this guide with you in mind, weather you’ve done this 100 times (that’s a lot) or your a complete noob to this- you should feel somewhat less confused after reading this.

We can break this up in 3 basic categories, low medium and high volume. We can get an idea of which one of these categories we fall into knowing how much you print, if you are replacing an existing copier you might already know this but if this copier is for consolidating a few smaller printers a good way to find out is to see how much paper you use each month, while this isn't exact its a good starting point, if however the copier is for a new office things can be a little trickier, which is why it may make more sense for new business to rent a copier that allows for more flexible terms than traditional leases that have fixed lock in period which can be very hard to get out of if not impossible.

Almost all modern copiers today are what is knows as multifunctional devices or multifunctional printers or MFD/MFP for short, which basically means that they will all have the ability to Copy, Print and Scan and in some cases Fax as well. Back in the day most offices had them as 3 separate devices but those days are long gone and today that can be considered as the standard for all devices to be equipped all the basic functionality except for fax which will usually be optional.
In addition to the standard functionality most commercial copiers will also be equipped standard features like a duplex printing,  automatic document feeder (ADF), multiple paper trays, network and wifi enabled. The real difference is not just what features it has but how those "same" features on other copiers compare.

One of if not the biggest question business are faced with is whether to get a color copier or black and white only. The main concern with color is obviously cost, however today the difference between color and black and white is not that great for example we offer plans where the cost of renting a color copier is only marginally higher that a comparable black and white only device. another consideration with regards to color or black and white is environmental impact, since color copiers use 4 colors cyan, magenta, yellow and black that means 4 of everything so that mean 4 times the waste 4 times the packaging. 

Connectivity:Enables multiple users to connect and print from different devices.Mobile Printing:Supports printing from mobile devices, enhancing flexibility.Security Features:Look for copiers with robust security measures to protect sensitive information.3. Budget and Cost ConsiderationsInitial Cost vs. Long-Term Savings:Weigh the initial purchase or leasing cost against potential long-term savings on maintenance and supplies.Total Cost of Ownership (TCO):Consider the TCO, including consumables (toner, paper), maintenance, and energy consumption.Leasing vs. Buying:Leasing: Lower upfront costs, regular upgrades, and maintenance included.Buying: Higher initial cost but potential long-term savings and ownership benefits.4. Space and LocationSize and Placement:Ensure the copier fits in your designated space without obstructing workflows.Accessibility:Place the copier in a central location accessible to all users.5. Brand and Vendor ReputationReliability:Choose a reputable brand known for reliability and excellent customer support.Service and Support:Opt for vendors offering robust service and maintenance plans.User Reviews and Recommendations:Research user reviews and seek recommendations from other businesses.6. Environmental and Service ConcernsEco-Friendly Features:Look for copiers with energy-efficient modes and options for reducing paper waste, contributing to your sustainability goals.Service Reliability:Ensure the vendor provides reliable maintenance and prompt service to minimize downtime and keep your operations running smoothly.

In conclusion choosing the right copier involves assessing your specific needs, evaluating features, considering costs, and ensuring the machine fits your space and future growth plans. By carefully weighing these factors, you can select a copier that enhances your business efficiency and productivity while addressing environmental and service reliability concerns.