October 1, 2014
Although it is true that technological advancements have made it easier for employees and customers to communicate digitally, the need for printed documents, contracts, marketing materials and more has not been eliminated.
When it comes to selecting an office copier, printer or multifunction device for your office, there are a wide variety of options. However, no two offices have the same requirements for these machines. To define your office’s requirements, and ensure that you select the machine best suited to the operation of your company, there are a few important questions to answer first.
1. How Many Employees Need Copier/Printer Access?
We have found that it is common to under- or over-estimate your employees’ printing requirements. To prevent both scenarios, your first step is to determine how many employees in your office need access to the printer and copier on a daily basis. For example, some smaller businesses might not need a high-volume multifunction copier, if it doesn’t require heavy usage by numerous employees on a daily basis. On the other hand, a desktop printer might not be sufficient or cost-effective to meet the entire office’s printing needs.
2. What Primary Functions does Your Office Require?
Multifunction devices are a great addition to most offices because they combine print, copy, scan, fax and finishing capabilities in one machine. A multifunction device can cut down on maintenance and supply costs, compared to operating separate machines for all of these requirements. However, if your business never uses fax as a form of a communication and rarely, if ever, scans documents, you don’t need to spend money on a multifunction printer that provides these capabilities.
The beauty in having options is that you will be able to find a device that has just the functions you require—so you won’t end up investing in a tool you will never use.
3. Do You Require Mobile Printing Capabilities?
The advancement of mobile technology has enabled employees to not only access documents on the go from their mobile device, but even send projects from their device to their office printer.
If your employees require this kind of flexibility, you’ll need to select an office copier printer that is Wi-Fi enabled and supports cloud printing, like Google Chrome or Apple AirPrint.
4. Do You Want to Track Usage?
Software programs are available to help businesses save money by monitoring and tracking operations on a multifunction printer. If your company wants to be able to monitor and track usage, supply levels, order history and service history on your printer, you’re going to need copiers and printers capable of interacting with analytic software. Such a feature might seem secondary on your wish-list, but when you have the ability to monitor your machine’s performance, you can identify problems before they happen, uncover cost-saving opportunities and streamline workflow.
Why This Matters
Answering these questions can mean the difference between the perfect selection the first time, or lost productivity caused by a poor investment. The right machine for your office isn’t necessarily the one offering the most features or lowest price point. The right copiers and printers are the ones that fit seamlessly into the day-to-day operations in your workplace. The best way to find that machine is by answering these questions, before you start shopping. Marco reps are available to help you determine what copier printer best fits your office needs.
Use Our Interactive Flowchart to find the right printer for your business or organization.
