Many companies talk about future-proofing their office, but it’s not always clear what this term means. The general idea behind future-proofing is to be prepared for what’s to come, but no one knows for sure what the future will hold. However, there are several ways you can be prepared for what’s coming, even if it’s not what you expected.  One way to future-proof your office is to lease your copiers instead of purchasing them. The flexibility that comes with leasing will allow you to keep up with rapid technology shifts as well as your changing needs. Here are some copier leasing benefits that will help you future-proof your office.


Copier Leasing Allows You to Upgrade as Needed


One of the biggest benefits of leasing a copier is that you can often upgrade whenever you need to. There may be a difference in cost in some cases, such as upgrading from a small black and white copier to a large, high-capacity color machine, but it’s still much more affordable than buying a new copy machine. These flexible leasing options mean you aren’t out the money for a copier that you may not ever use again. 


Why would you need to have flexibility here? There are a number of different reasons. You may have underestimated your copier needs at first. If you had purchased a copier, you now have a machine that cannot do what you need it to. By leasing, you’re able to switch out this copier for one that has the features or capabilities that you need.


That takes care of your immediate needs, but what about future-proofing? The same flexibility applies here, too. Your needs are going to change and grow over the years. By being able to switch out your current copier for a different one, you don’t have to worry as much about spending money on equipment that you’ll only use for a short period of time. As your needs change, just reach out to your leasing company and let them know what you need. You can even swap out copiers for ones that are less powerful if you determine that you don’t need everything the machine offers. This can reduce your monthly leasing costs. This future-proofing office solution can apply to other equipment and software, too, allowing you to pivot in multiple areas when needed.

overview shot of an older model copier machine

Outdated Equipment is Replaced, Too


Copier leasing companies are continually replacing older pieces of equipment with new copier options. This means if you have leased an older machine, it may be rotated out of service at some point. You’ll then have the option to replace it with one that isn’t as outdated. This is a huge benefit in any area of technology because technology is always changing. Newer, more energy-effective copiers can save you money while also providing you with new features that you may not have even realized you needed. 


One of the biggest issues with evolving office technology is cost. You may spend hundreds or thousands of dollars on a piece of equipment only for it to be outdated within a couple of years or less. What do you do then? In some cases, you may need to replace that piece of equipment very soon, especially if the newer version is more secure or is a significant upgrade. This means the money you spend on the first machine is gone. It’s going to be very hard to find a buyer for outdated items, so often the equipment gets shoved into the back of a storage closet or is sent off to a recycling facility. You then have to spend more money on its replacement.


The advantage of leasing vs buying copiers is apparent here—you don’t have that upfront cost of the first machine or the replacement cost of the second. Instead, your copier is upgraded as needed. You can always have the latest in copier technology if you want it. At the very least, you never have to worry about using old technology that isn’t secure or efficient.


Leasing Future-Proofs Against Breakdowns


When a copier goes down, it can leave your office somewhat paralyzed. You may not be able to make copies of important documents for customers or your office files. Even though many offices have moved to a more paperless setup, there’s still a chance that you’ll need to make copies on a regular basis. 


When the copier you purchased breaks down, you’re stuck waiting until either a technician can come to repair it or you can buy a new machine. It can take a few days for a technician to have time to fit you into their schedule, and even that doesn’t guarantee a repair. If your copier needs parts that aren’t readily available, it can take days or even weeks for them to be ordered and shipped. 


When you lease, however, that’s not always the case. You can have a new machine delivered so you can continue working while the old one is repaired. If you’re considering upgrading your copier, this can be the perfect time. All you have to do is reach out to your leasing company and let them know that there’s a problem and that you’d like to look at new leasing options.

Images of graphs and charts centered around the word budget

Future-Proofing Protects Your Budget and Your Workflow


By investing in methods that future-proof your office, you’re investing in protecting your workflow and keeping your budget under control. By leasing a copier instead of purchasing one, you’ve ensured that you won’t have to worry about going days or weeks without this vital piece of equipment. Your leasing company can help you select the right machine for your needs, and if those needs change, they can help you move to a new copier quickly and easily. 


This also helps you future-proof your budget. By leasing, you know exactly how much you’ll spend each month on a copier. There’s no need to budget for emergency repairs or replacement equipment since those costs are typically included in the lease terms. You may need to increase your budget if you decide to lease a more expensive copier, but typically the difference in cost is fairly small. 


Whether you need a single black and white copier or multiple color copiers, leasing allows you to remain flexible and make adjustments to your office equipment as needed. In both the short-term and long-term, you’ll be able to save money while also adapting to unexpected shifts in your industry. 


Common Sense Business Solutions is Here to be Your Leasing Partner


Common Sense Business Solutions offers a wide range of copiers, printers, and all-in-one machines for lease in the Sonoma, Marin, and Napa areas. We work with companies of all sizes in multiple industries and have copier solutions for all of them. If you’re ready to talk about leasing a copier or want to know more about what leasing involves, contact us today.