“How do I choose a copier?”
It feels like it should be a simple task, but the word ‘copier’ undersells what a modern version of this machine – AKA a multifunction printer (MFP) – is capable of.
Today’s MFPs are seriously clever. On top of a complete range of copying and printing functionality, they can digitise and organise documents, connect with the cloud, and even defend themselves against online threats.
More features bring more choice, so shopping for a copier is a little more complicated today than it has been in years gone by, particularly for the uninitiated. So let’s initiate you.
In this copier buying guide you’ll learn the importance of choosing the right MFP, and how to choose a copier that aligns with the needs, wants and realities of your business.
The importance of choosing the right copier
First things first: why is it so important for a business to choose the right copier?
The short answer is that the right copier can make a significant difference to the efficiency and productivity of your office. MFPs come with a suite of tech designed to automate and streamline previously manual and time-consuming tasks, allowing your office to do more with less, and freeing your team from low value work so they can focus on high value stuff.
The right copier can deliver:
- Efficiency and productivity: The right copier can get your office humming. Enjoy quicker copier start-up times. Print, copy and scan more pages per minute. Use duplex (double-sided) printing to instantly double your output.
- Digital capabilities: Seamlessly switch from paper to digital. A modern machine can automatically digitise documents and send them to the cloud. You can dial efficiency up even further by managing these digitised documents through a terminal built right into the machine.
- Reliability: Printer breakdowns and malfunctions can seriously disrupt your business. When you choose the right copier you’ll minimise this downtime.
- Quality: The right copier will be able to produce high quality prints in the sizes, colours and quality you need, potentially saving you serious money on professional printing services.
- Scalability: What will your business look like next year, or the year after that? The right copier will be capable of adapting and scaling with your business, such as through software and hardware upgrades.
- Expert support: Choosing the right supplier is every bit as important as choosing the right copier. By choosing BDL Copiers, a trusted company with a proven track record, you’ll always have experts on hand, ready to provide advice and support whenever you might need it.
Now that we understand the why, let’s turn our attention to the how. Faced with a wealth of copier options, how do you choose the right one?
How to choose a copier: 9 key tips
At BDL Copiers we deal in MFPs all day every day. We see the following nine considerations as the most critical for any business shopping for the right copier.
1. Your needs
Before you shop for a copier, you should first identify what you need from that copier, both now and into the future.
Consider the duty cycle of the machine, AKA printing volume, which is measured in pages per month. The duty cycle of most high quality copiers will be measured in tens of thousands of pages, which will be more than enough for a large percentage of businesses, but if your office does a lot of printing you should try to precisely calculate your duty cycle requirements.
Other basic printing requirements include:
- Size: Do you exclusively print in A4? Would the ability to print in A3, A5 and other sizes be beneficial for producing your own marketing or presentation materials?
- Colour: Do you ever need to print in colour? Colour printing can make documents ‘pop’, though colour prints cost more.
- Duplex printing: Duplex or double-sided printing can halve both paper use (better for the planet and your wallet) and printing time (to enhance office efficiency). Most modern MFPs duplex print by default.
These considerations will help you begin to develop an idea of the machine you require.
2. Speed
Every office worker knows the feeling: you send a big print job to a machine, then you stand by its side while you wait for it to warm up and slowly produce the 10, 20, 50 pages that you need. Time that could’ve been spent on important work is instead spent tapping your foot next to the copier.
The faster your machine, the more efficient your office can be. There are two key numbers you should look at when comparing copier speeds:
- First copy output time (FCOT): This is the time that it takes for a machine to go from dormant or ‘sleep mode’ to printing its first page. High quality copiers and MFPs tend to have FCOT times of well under 10 seconds.
- Pages per minute (PPM): The number of pages that a machine can produce per minute is a key consideration for any office that regularly prints large documents. Most modern machines can comfortably print 25ppm, while the very best machines can print 50ppm or more.
Your business won’t necessarily need the fastest machine on the market. You just need a copier that is fast enough – one that won’t slow your workers down by making them wait.
3. Multi-functionality
A ‘copier’ doesn’t just copy. At minimum a multifunction printer will combine basic printing, copying and scanning capabilities. Some machines still offer fax functionality, though this now tends to be an optional extra.
4. Digital features
As faxing capabilities have fallen by the wayside, advanced scanning, digitising and emailing capabilities have taken their place.
When considering the digital features that you require in an MFP, keep one eye on the future. While certain capabilities may not feel critical right now, that could change in years to come.
Handy digital features include:
- Cloud connectivity: Modern scanners don’t just digitise documents – with the help of cloud connectivity, they can manage them too, by placing the scanned copies exactly where they need to be. Cloud connectivity also means you can use the MFP to find and print any document from the cloud.
- Direct email functionality: Save the time and effort of constant trips between your desk and the copier. Direct email functionality allows you to send copied or scanned documents to whoever needs them, straight from the machine.
- Digital editing: By choosing a machine with a built-in touchscreen terminal, and perhaps even a full-size keyboard, you can scan a document then complete any necessary edits, redactions, highlighting or markups right from the copier.
- Built-in cybersecurity: Network and cloud connectivity brings with it security risks, but the best MFPs are armed with high-end cybersecurity systems that are always on the lookout for threats, can actively stop attacks, and can mend themselves if compromised.
5. Cost and value
When considering the budget for your copier, it’s critical to understand that an MFP is an investment, not a cost. A high quality copier can pay itself back over time in all manner of ways: lower running costs, greater reliability, office efficiency gains and more.
Ultimately a more expensive copier could prove far cheaper in the long run, so carefully consider how much you’re willing to invest in this critical piece of machinery.
6. Lease vs purchase
One way to bring down the upfront cost of investing in a high quality MFP is to lease rather than buy. Leasing allows you to enjoy the latest and greatest copier technology in exchange for simple monthly payments spread over multiple years.
Leasing ensures that you aren’t stuck with outdated copier technology. At the end of the lease term you have a few different options: renew the lease, upgrade to a new model, or purchase the machine you’ve been using.
7. Levels of support
Copiers need to be properly serviced and maintained to perform as they should in the long run. Much of this servicing and maintenance will be included in the service contract, be sure to check the level of support hat is included.
If you choose to lease your machine, the supplier retains ownership of it, and you’ll be required to have a service contract that will ensure scheduled maintenance are carried out on time. Mechanical breakdowns will be also be covered by the service contract. If you buy your machine outright, you would also be advised to take out a service contract to ensure maintenance, consumables and breakdowns are covered. The only things that are typically not covered by a service contract are network issues and freight charges.
Looking to upgrade your printing capabilities without hefty upfront costs? Leasing with BDL Copiers is a smart choice. Enjoy the latest technology, flexible upgrade options, and comprehensive support services tailored to your business. Learn more about the benefits and easy leasing process with BDL Copiers.
8. Durability and reliability
As with any key piece of business equipment, you should prioritise copier durability and reliability. Choose a trusted brand with a proven track record for crafting machines that work well for the long haul.
Warranties can reveal the confidence that a manufacturer has in its machines. At BDL Copiers we deal exclusively in the most reputable copier brands, such as HP and Toshiba, who offer warranties that match their reputations.
9. Quality of supplier
Just as important as the reputation of the copier manufacturer is the reputation of the copier supplier. You want to buy from experts who can guide you to the machine that perfectly aligns with your needs, wants and business goals.
You want to choose a supplier that has a proven record of success, that will be around for the long haul, and that provides all the servicing, support and guidance you need to ensure that your copier investment drives the maximum possible return.
You want a supplier like BDL Copiers.
We’ll help you to check every single box listed above, to find a copier that aligns with your unique requirements, with the features and capabilities that you need, at the right price and on the right payment plan. We’ll set you up with a quality machine, we’ll provide all the servicing and support you’ll ever need, and we’ll help you to upgrade when the time comes.
Get in touch with our expert team today to secure your ideal copier or multifunction printer.
When selecting the right copier for your business, understanding the leasing options available can significantly impact your decision. Leasing offers flexibility and cost-effectiveness, allowing you to upgrade your equipment as needed without a large upfront investment. For a detailed guide on how copier leases work and the benefits they offer, visit our copier lease guide.
