Most business copy machines are actually multifunction printers that can scan, fax, email, and more. You can get lost in the technical jargon or dizzied by the array of exciting features. We think it’s important to take a step back and first ensure that your next business copier can simply do the things you need it to do—and do them well.
Once you know your must-have specs for business copy machines, you can then look at the options available and determine which “nice-to-have” features you can afford.
The Five Most Important Features for Business Copy Machines
Our clients come from a variety of industries ranging from retail stores to local vineyards to medium and large businesses. We’ll talk about your “day in the life” experience to learn how different employees need to use business copy machines. We also look at your average and maximum monthly print output and other critical factors.
Here’s what you need to look for in business copy machines:
- Copy and print speed: Offices that print a few pages at a time probably just need 20 to 40 pages per minute. If you sometimes need to print dozens or hundreds of pages, look for business copy machines that can produce up to 60 ppm.
- Scanning speed and dual scanning: Desk piling up with reports? Many copiers can scan well over 100 documents per minute. If you scan a lot, get a model with duplex scanning (for front-and-back pages in one pass) and scanner output options (JPG, PDF, PDF/A, searchable DOCX, etc.).
- Paper capacity: Everybody has more important things to do than reload the copier. Make sure your business copy machines have paper drawers for enough sheets and the sizes of paper you use. Many start with 500-sheet trays but can be configured with 3,000 sheets or more.
- Printer apps: Your employees use iOS and Android phones and tablets, Mac and Windows computers, and various software and collaboration apps. Your copier should support wireless and cloud printing from a variety of sources so you aren’t locked into downloading a driver on every single device.
- Print quality and scanner resolution: Ask to see the real-life quality of what your next copier can produce including B&W printing, color copying, JPG scanning, and searchable PDF scanning.
Nice-to-Have Features in Business Copy Machines
Of course, it never hurts to have a faster copier with better print resolution, larger paper trays, and more finishing options. The latest technology in business copy machines is available in both compact and larger models, so even very small businesses can get all the bells and whistles.
Some options that might be highly desirable or even necessary include:
- Fast scanning of up to 240 pages per minute
- Multiple, flexible options for bypass paper trays and large document feeders
- Stapling, two hole punch, and three hole punch
- Tri-fold copying for mailers and Z-fold for brochures
- Large, tablet-like touchscreen copier interface
- User authentication, fingerprint scanning, and other printer security features
Find Your Next Office Copy Machine
Whether your top concern is eco-friendly printing, cloud compatibility, or high-quality printing for marketing purposes, we can help you select the best business copy machines for the job.
Get the support and expertise you need and contact Common Sense Business Solutions.
