A reliable copier is an essential part of any business. Everyone is familiar with the consequences of a bad machine: inefficiencies, fewer backups of important documents, and operations that have slowed to a crawl. But many underestimate the benefits of a good machine. Where a poor purchasing decision significantly harms productivity, the right one can vastly improve it.
So how can you choose the best office printer/copier for your business’ needs? What should you look for when making your decision?
What Makes a Good Copier?
The best office copier will depend on your business’ size, workload, and budget. You will need to choose carefully – equipment is typically an expensive investment, and your employees could be stuck with the wrong choice for a long time. Here are some of the most important factors to consider:
Print Speed and Volume
If your office has high print demands, speed is crucial. Print speed is measured in pages per minute (PPM). For example, if a copier’s PPM is 20, that means it can print 20 pages in a minute. If your business has low print needs (for example, you mostly work digitally), then this may be an area you can afford to compromise on. If not, you will want to look for copiers with a higher PPM.
Print Quality
If you regularly print images or client-facing documents, then print quality will be a top priority. Look for one with high resolution, measured in dots per inch (DPI). These will produce crisp, clear results.
Multifunctionality
Chances are, your business needs more than just a basic copier. Equipment that only serves one purpose is a waste of time, taking up room that could be used more efficiently. The best small office printer/scanner/copier that you are able to get, on the other hand, provides triple the functionality while using the same space.
Paper Handling and Capacity
Think about the types of documents your office prints and copies. You may require a machine that can handle different materials or paper sizes, or one with a larger capacity. The best office printer/copier will support all the features you need.
Best Office Copy Machines: Our Top Picks
With so many options available, narrowing down the best office copy machines can be difficult. Here are a few options:
1. Best Small Office Laser Printer/Scanner/Copier:
This all-in-one machine offers 33 PPM, 1,200 x 1,200 DPI, and robust security features – all in a compact frame designed to save space. However, the price is not readily available on Sharp’s website. You will need to ask for a quote to determine whether it is in your budget.
2. Best Budget-Friendly Option:
This printer costs a bit less, but only provides a 22 PPM and lacks the security features of the HP machine. On the plus side, it does allow double-sided documents to be scanned and printed in a single pass, significantly speeding up the process.
3. Best for Large Workloads:
Designed for larger workloads, this multifunction machine easily provides the most features so far – with copy, print, scan, fax, and email capacity. It also has the highest PPM at 42, and a user-friendly tablet interface. Unfortunately, these features make it roughly double the cost of the other options listed here.
There are, of course, many other options available. Take your time and ensure you have chosen the best office copier for your specific needs.
Questions to Ask Before Purchasing
Before making your final decision, you must ask yourself several important questions:
1. How Many People Will Use the Copier?
The size of your team will determine what kind of copier you need. Smaller businesses can likely get away with a cheaper machine, while a larger one may need the additional functionality that more high-end options provide.
2. What’s the Total Cost of Ownership?
Beyond the initial purchase price, consider the long-term costs of toner, maintenance, and potential repairs. Compare these against your current budget, and be sure to account for possible financial changes in the future.
3. What Features Are Essential for Your Business?
Do you need color printing? High-volume scanning? The ability to print on different sizes and materials? Identifying your must-have features will help narrow down the list.
4. How Important is Security?
If your business is in a highly-regulated industry, or handles sensitive data, look for copiers with robust security features and regular firmware updates.
5. What Kind of Support and Warranty is Included?
Check the manufacturer’s warranty and customer support options. The last thing you need is to be left in the cold the first time a machine breaks.
Make sure you read this before choosing your office printer/copier
Expert Support to Find the Best Office Copier for Your Business
Between budgetary concerns and addressing everyone’s needs, purchasing new office equipment is always a challenge. Attempting to translate the terms printer vendors use – such as PPM, DPI, and cost per page – into the tangible benefits for your business adds an extra level of difficulty, making it feel impossible. But with the right information in hand, you will be able to choose the best small office printer/copier for your needs and ensure high efficiency in the future.
If you need help handling your office printers, Com Pro has the solution. We take care of everything from maintenance and parts to everyday ink costs, letting your staff work with true peace of mind. Discover our end-to-end managed print services to get started.