When most people consider leasing an office copier or printer, they often simply look at the machines available and the cost. However, there are several other factors that they consider when deciding if they’ve found the right partner for them. Not all office equipment leasing companies are the same, and the fine print in your leasing agreement can hide unexpected clauses.
What questions should you ask a leasing company before you sign? If you’re considering leasing your office printer or copier, the team here at Common Sense Business Solutions recommends asking these seven questions.
Do they offer reliable and knowledgeable support?
The first question to ask is about their technical support. You want a copier and printer partner who is going to offer reliable, knowledgeable support. The cost of support should be included in your leasing agreement and price, so you should never pay extra for technical support, even if a technician has to come to your office.
When asking about their support, you also need to know what their typical response time is. Will they get a technician out to your office the same day? The next day? Or are you looking at several days to a week? If you can’t afford to go without your copier for that long, this will be a problem. This is one area where reading reviews or getting recommendations can help.
Can their technicians fix multiple problems?
If you have to call technical support, are you going to get a tech that fully understands the machines they work on? Sometimes, the issue is something simple like a paper jam. Other times, it’s going to require more work. There may be more than one issue. Will the technician be able to solve problems with the machine itself as well as diagnose issues such as Wi-Fi connectivity and remote printing problems?
If not, you may be waiting for someone else, and that can result in not having a working copier for a few days. Again, this can be an issue, especially if you need to make copies or print dozens or even hundreds of pages a day. CSBS avoids this issue completely by providing our clients with replacement machines if the problem isn’t easily fixed within a few hours. You’ll never be without a working copier/printer when you work with us.
Do they offer clear and comprehensive service agreements?
You want to work with a managed print services company that provides a clear, comprehensive agreement. If you have any questions about the services you’ll receive, including questions relating to maintenance, upgrades, emergency issues, and provided supplies, you should be able to find the answers in your service agreement. If you can’t, you may want to consider another company.
If you ever have any questions about the service agreement itself, your representative should be more than willing to provide answers. They should walk you through the agreement before you ever sign anything, too, so you can clarify any areas you’re uncertain about before an agreement is in place.
Do they provide proactive maintenance?
Sending out a tech when you have a problem isn’t the same as proactive maintenance. When reading a service agreement, you want to see proactive maintenance addressed. This type of maintenance outlines how often a technician will come service your printers and copiers, including checking for issues and replacing worn parts.
Proactive maintenance reduces your risk of a machine breaking at a critical time. It also ensures that the equipment works as efficiently as possible. The leasing company should provide a clear proactive maintenance schedule and should stick to that schedule.
Do they have a strong local presence?
When you’re looking for an office equipment provider in Sonoma County, you want a company that understands the area. A strong local presence means that the company is part of the community and knows what its businesses need. They should understand the economic factors that influence local businesses and the issues that are unique to Sonoma County.
How can you tell if a business has a strong local presence? You can look online first. Do they have a strong social media presence that includes photos and posts related to the community? Have they partnered with other local businesses or supported local events? Do they do local advertising, and have you heard any word-of-mouth referrals? All of these questions can help you determine if the leasing company has a strong local presence in Sonoma County.
Do they have a strong reputation?
What about the company’s reputation? You want to partner with someone who is known for having a proven track record of going above and beyond for their customers. A company with a good reputation is someone you can trust to have your back when things go wrong. They will go the extra mile to make certain your business operations aren’t impacted by an issue with your printer.
Determining a company’s reputation is similar to determining its local presence. Many people turn to online reviews and comments on social media. These reviews are likely to come from people you don’t know, and some may not seem very trustworthy. That’s why it’s also important to get feedback from people you do know. Ask other business owners if they’ve worked with the company and what their experience has been if they have. You can also look at the company’s
Do they prioritize security?
In today’s world of identity theft, you can never have too much security. Most people don’t think of copiers and printers when they think of cyber-security, but they certainly fall under that umbrella. Security may not be much of an issue when an employee has a printer at their desk, but what about when there’s one printer/copier machine located in the center of the office? When someone prints a document, anyone who walks by can pick it up. Even if they’re simply moving it so they can print, they may still see information they shouldn’t.
This is why you want to work with a leasing company that understands security and makes it a priority, especially if you’re in an industry such as healthcare or finance. You will need machines that hold print jobs until a code is entered and that use strong encryption. Your leasing partner needs to understand your security needs and have machines that can meet those needs.
Common Sense Business Solutions Checks All the Right Boxes
If you’re looking for a print partner who can provide these must-haves and more, you’ve come to the right place. Common Sense Business Solutions has a wide variety of different printers with a range of features, so we’re sure to have the equipment you need. We are always updating the machines we offer, so you will have access to cutting-edge technology whenever you need it.
Want to learn more or discuss a lease? Contact us today to get started.
