Technology is always changing, with new options and more energy-efficient methods hitting the market regularly, your office technology can quickly become outdated. This includes your copier. While it may seem like office copiers haven’t change that much, they actually have in a number of key ways. Your copier’s capabilities, reliability, and its energy usage can already be seriously outdated, even if you just bought it a year ago.
This is one of the reasons why leasing a copier from Common Sense Business Solutions is such a great option. We include upgrade options in all of our contracts, so you can always switch to a newer machine if you want to take advantage of new options. Even if you just need a basic copier, swapping out to a newer model may use less energy, which correlates to lower utility bills. Let’s take a look at some of the reasons you might want to upgrade your office copier and how your business can benefit from that.
Improved Print Quality
Quality matters. If you’re giving your clients copies that are faded or have low-quality images, it’s going to impact their opinion of your business. Faded text, blurry imaged, odd lines, or muted colors are all a sign of an old copier that could be outdated. If you’re seeing any of these things, it’s time to consider upgrading.
Newer copiers make use of cutting-edge technology to print high resolution images with colors that truly pop. This means that all of your documents, whether they’re internal reports or marketing brochures, are going to stand out. The text and images will be crisp and easy to read, photos will feature a multitude of accurate colors, and there won’t be any odd marks or other errors. Everything will look professional and stunning.
Increased Productivity and Efficiency
Another reason to upgrade your office copier is to improve your productivity and efficiency. Your copier should increase how quickly you get things done, not slow you down. Slow print times, frequent issues such as paper jams, and even issues such as needing to manually sort and staple copies can be a sign that it’s time to upgrade. Time you spend dealing with your copier is time you could spend working on client proposals or other tasks that are more important.
Newer copiers print very quickly, even when the page has full-color photos. They also include features such as automatic document feeders, automatic collating, and auto-stapling or binding. This makes your job much easier since you don’t have to do as much manual work. Just input the setting you want and let the copier do all of the work. Your team will spend less time dealing with these basic tasks and more work focusing on things that only a human can do.
Enhanced Security
It wasn’t too long ago that the idea of needing a secure copier wasn’t really an issue. As long as the copier wasn’t somewhere where unauthorized people could pick up copies, it was usually secure. Today, though, that’s not the case. Security has to be considered with every single piece of technology in the office, and that includes your copier. It’s not just physical security, either – today’s multi-function copier/printer/fax/scanner machines need to be secure from attempted hacks from outside the office.
While modern copiers typically come with various security features, you want to be certain the security features match your needs. Your copier may include advanced WiFi or Blu-Tooth security, which is vital if people in your office are sending documents to the device wirelessly. If some documents that are printed or come in via fax are for certain employees only, you may need to have a copier that holds documents until a password is entered or even a keycard is scanned.
If your copier doesn’t feature enhanced security, you are not only putting your employees in harm’s way but your customers as well. You may also be violating industry standards and regulations, such as HIPAA. One data breach is all it would take to potentially cost you millions of dollars.
Cost Savings
If you purchased your copier, the idea of upgrading may not be that attractive since it means spending more money. However, while it’s true you would have upfront costs, there are cost savings to upgrading. In addition to freeing up your employees’ time, as mentioned above, you may also save money on utilities. New copiers don’t use as much power and have features such as auto-sleep mode that decreases their base power draw.
Fortunately, there is an option for those who want to upgrade but don’t want to buy a new machine: lease. Leasing a copier means you can upgrade when necessary without spending a huge amount of money upfront. You can take advantage of new technology, including copiers that don’t use as much power are use toner and ink more efficiently. By leasing, upgrading can be done strategically without worrying about your budget.
Improved Sustainability
Finally, upgrading your copier is a good way of improving your business’s sustainability. Equipment that is newer and uses less power will help you reduce your carbon footprint. While it may seem like a small change, for those who have multiple devices, even a small change will add up.
In addition to using less energy, many new copiers make use of recyclable components, reducing the amount of new material it takes to build a copier. Some also use refillable ink and toner cartridges and make it easy to print on both sides of the page, reducing paper usage.
Is It Time for Your Upgrade?
When you look at the various benefits of upgrading your copier, including better quality, increased productivity, necessary security, and significant cost savings, it seems clear that upgrading old devices is a necessity. But don’t worry about the upfront costs – lease your next copier instead! By leasing, you’ll get the perfect machine for your needs plus have the option to upgrade whenever necessary.
Here at Common Sense Business Solutions, we’re ready to help you find the perfect office copier that meets your needs and your budget. Whether you’re a new business in Sonoma county, an established company in Marin, or a growing business in Napa, we’ve got the right new or pre-owned copier for you. Reach out today to learn more.
