16 Apr 12

Choosing The Best Photocopier For Business

Choosing The Best Photocopier For Business

With dwindling budgets felt throughout the industry, photocopiers seem to lag behind in productivity and performance. Advances in modern technology saw a cost decrease that brought the photocopier from the corporate office down to smaller enterprises. Document management introduced centralised printing as a viable cost cutting tool, only to enhance the photocopier’s status within the modern office. Choosing the perfect photocopier for you business might not be always a clear cut decision. To this end exploring both needs and limitations is a worthwhile effort.

 

Colour or mono photocopiers

It could be said that photocopiers can print in black and white by default, since this was the originating principle back in the days Xerox invented photocopying. A quick test might reveal that your office needs anywhere between 70% and 90% mono printing, for invoices, letters, for internal use or official documents. None the less it is impossible to ignore colour printing needs since these tend to shed a professional light on all important communications, especially when dealing with B2B documents. Copier software can help your office reduce these costly copies by setting up limitations per user. Another way you can reduce costs is to set colour photocopiers to mono printing to save on colour toner.

 

Canon imageRUNNER ADVANCE C2020i

Canon imageRUNNER ADVANCE C2020i

Free Delivery

£1840.00 +VAT

Ricoh MP2000SP

Ricoh MP2000SP

Free Delivery

£1312.00 +VAT

Sharp MX-2610N

Sharp MX-2610N

Free Delivery

£2574.00 +VAT

When A4 is not enough

The other popular format which can be found with office copying is A3. Such details matter because accessories need to be fitted to accommodate print size, from paper feeders to collector trays. As a rule of thumb, most office printing belongs to the A4 format. But when you plan to make a transition from individual low end printers to a high end photocopier that takes care of all printing and copying needs, exploring the history of A3 requirements is worthwhile. Popular brands like Ricoh, Canon, Sharp or Toshiba widely support the addition of A3 trays as optional extras.

 

Understanding speed

Photocopiers working below 17 ppm (prints per minute) could be considered slightly outdated, as this speed is usually present in discontinued machinery. Current entry level photocopiers go anywhere over 20 prints per minute, a good estimate of maximum print volumes. However, maximum machine speed might be misleading for regular office use, since out of the full office hours, the photocopy machine will only see moderate usage if that.  High end machines increase in speed accordingly but are rarely a mandatory requirement unless running print jobs on a 24 hour basis.

 

Overcoming the price shock – photocopier leasing

After careful consideration it is apparent that photocopier leasing is the winning formula for most SMEs. Purchasing the copier outright places it on the asset list along with every small annoyance inherent of ownership: paying for maintenance, consumables, repairs, while also disposing on the machine at the end of the life cycle. By contrast, leasing allows small companies to better maintain cash flow while also putting the photocopier to work. It is hard to compete against reasonable prices, fully deductable at the end of the fiscal year. Leasing opportunities usually range between 3 to 5 years with upgrade options available throughout the contract.

 

Hidden costs

The trouble with complex, high maintenance machinery is that total ownership cost is hard to calculate. To this extent having your accountant around would not hurt. To keep photocopier costs on a leash companies often employ user accounts and limit the number of colour copies per person. Businesses have been going green for years, if not for the environment then for the hefty saving in print costs. Black and colour toner usage can now be estimated, along with paper and other consumables.  Even new photocopiers need adjusting every once in a while, and depending on use, that can break down anywhere between once every year or two. Photocopier engineer callouts are not cheap, while part replacement is virtually impossible to quantify. It is also good to take into consideration that photocopiers are hard to move around which becomes a problem when the equipment needs to be moved to a different office or becomes obsolete. Such costs add up to increase the cost of ownership to unexpected levels.

 

Service contracts keep costs low

While prices for the same photocopier may vary with different resellers, it is also good to take into consideration any inclusive support options. The fine print may also reveal details concerning shipping, installs and staff training. These all need to be clarified in advance since they will impact the continual performance the long run. Most office techs shy away from setting up such multifunction networked device so the best thing to do is go with a service level agreement through your photocopier dealer. While getting inclusive servicing and toner, your company will need to pay extra on each black and white or colour copy henceforth.

 

Savings increase with the size of the organisation, making document management solutions mandatory for large office spaces. To enjoy a new unified printing platform with full service coverage, lower printing costs and increased productivity, call our specialist team on 0800 652 0420.