There are few business equipment acquisitions that can stir more debate and ire than choosing a copy machine.
We all know that a copier is an absolute essential for any business or office. Especially today with the advent of efficient and affordable “all-in-one” printers that serve multiple uses as a printer, copier, scanner and often a fax machine.
But the big question for many smaller businesses and organizations is whether a small office copy machine is sufficient for their needs?
When It Comes to Copy Machines, Does Size Really Matter?
Remember the good ol’ days of monolithic photocopiers? You know – that massive block of machinery that took up twenty square feet of space and provided hours of frustration with paper jams and other assorted malfunctions.
We’ve evolved far beyond those times when you could crank out slightly blurry and smelly copies of book pages at the library for five cents a copy. Now you can sit at a state-of-the-art PC or Mac and produce beautiful, flawless copies from a compact printer tucked away somewhere on the other side of the room.
There was a time not that long ago when a typical office had a massive copy machine, a few dot matrix printers or maybe an inkjet printer, and the venerable fax machine. And all of these took up space on counters and the office floor, along with storage space for all their own supplies such as toner and ink cartridges, stacks of paper, and a few spare parts or components.
A lot has changed since the last century!
Today, an amazing transformation has occurred in both the capabilities and size of our office machines.
The rapid development of multifunction printers, or all-in-one machines, has brought us to a place where these devices are both compact and affordable for most any business or even home office.
Not only can we have our copier, printer and fax machine all bundled into one device, but we also get a scanner in the deal! And the overall size of these often wireless devices has been scaled down to something smaller than a large briefcase. In other words, size is not necessarily a critical factor.
How to Select the Right Small Office Copy Machine
While any copier sales representative would be happy to help you make a purchasing or leasing choice, there is much to be said for thinking through the process yourself.
No one knows your office’s particular needs, issues and limitations better than you do. No one knows what the probable growth and future of your business looks like better than you do. And, while enlisting the knowledgeable and expert advice of a reputable sales rep is a good idea, there is quite a bit you can do first towards selecting the right small office copy machine for your company.
With that in mind, here is an illustrated guide to walk you through the process:
Why Small Can Be Better
It is certainly true that many businesses have quite extensive and high-volume copying and printing needs. And it’s true that these requirements can exceed the capabilities of small office copy machines. No worries! There are plenty of models that can manage the needs of any office and organization.
But, unlike the old days, a small office is not limited to buying or leasing a large machine.
In fact, smaller machines are more cost-effective, conserve space, and usually require a lower capital expense to acquire. And portability and ease of access are also benefits of opting for a smaller machine. Moving things around when remodeling or re-arranging your office space is far easier with fewer and smaller office equipment to deal with.
So, are we saying that small offices always have to have small copy machines?
Not really, but more often than not, it tends to be the case. And even large businesses with multiple offices and extensive facilities will find that having numbers of smaller machines along with one or two large, high-capacity machines is far more suitable than everyone using the few large ones for everything.
Getting Help With Your Small Office Copy Machine Selection
If you’re currently in the market for a new (or professionally refurbished) copy machine, let the friendly and knowledgeable experts at Common Sense Business Solutions help.
As a locally owned and operated office equipment dealership, our primary goal is to create lasting relationships with our neighbors and business partners in Sonoma County. And we are committed to doing so while making a positive impact on our community and environment.
We always strive to leverage our experience to provide personalized, detailed evaluations that can help you save money while implementing the most efficient solutions to meet your individual and business needs.
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Choosing the Right Copier for Your Office: What to Know Before You Buy
Selecting the perfect copier for your business can stir up some debates. While copiers are essential for any business, the question remains—do you need a small office copier, or should you consider a larger machine? The rise of multifunction printers, which serve as printers, copiers, scanners, and even fax machines, has made compact options more accessible and cost-effective. Here’s what you need to know about finding the right fit.
Does Copier Size Really Matter?
Gone are the days of bulky, cumbersome copiers that took up a large corner of your office. Today’s compact, wireless all-in-one machines are small enough to fit neatly on a desk yet provide high-quality copies, prints, scans, and faxes. Small office copiers are generally sufficient for most businesses, making size less of a critical factor. If your needs are modest, a smaller copier can save space and cost while still meeting everyday demands.
Why Small Can Be Better
For businesses with moderate copying and printing needs, smaller office copiers offer several advantages. They’re space-saving, cost-effective, and easily portable, making office reorganizations simpler. Large organizations may still require high-capacity machines, but even they often find it beneficial to use smaller machines across different office areas for easier access.
Selecting a Copier That Fits Your Needs
When choosing a copier, consider your office’s unique needs. Think about factors like print volume, office layout, and budget. While a copier sales representative can help, it’s wise to assess your needs first. Your business’s size, anticipated growth, and daily copier usage will all play into finding the right model.
Why Smaller Copiers Work for Many Businesses
Small office copiers are no longer limited in capabilities. Today’s models offer robust features, accommodating most small to medium businesses’ needs at a lower cost and with less hassle. Plus, if you’re a larger company, having several smaller copiers instead of relying on one massive machine can improve efficiency, as staff members have quicker access to equipment.
Finding Help with Your Copier Purchase
If you’re ready to buy or lease a new copier, consider working with a reputable dealer like Common Sense Business Solutions. With a focus on customer satisfaction, they offer expert evaluations and personalized recommendations, ensuring you find the most efficient solution for your office.
In conclusion, finding the right copier doesn’t have to be overwhelming. Small office copiers are versatile, efficient, and affordable—making them a great fit for many businesses today.
