Choosing the right photocopier or printer for your business can definitely feel like a daunting task. With so many options and features available, it’s easy to get overwhelmed. But don’t worry! At Midrepro, we’re here to help you make the right decision for your business.
In this blog, we’ll be talking about the key factors you need to consider to find the perfect photocopier that meets your needs and aligns with your future business goals and growth.
Multifunctional vs. Print only device
One of the first decisions you’ll need to make is whether you need a multifunctional device or a single-function photocopier. As their name suggest, multifunctional copiers can handle a range of tasks beyond copying, including scanning, printing, and even faxing. If your business needs extra versatility and efficiency, a multifunctional copier is a great allrounder and might be your best bet.
A printer only device (or printer!), on the other hand, is designed solely for printing. If your primary need is straightforward printing and you don’t anticipate requiring additional features, a print-only machine is likely to be more cost-effective.
Scanning and printing capabilities
Nowadays, scanning is just as important to a business as printing. If your business deals with a lot of documents that need to be converted into digital formats or scanned to email, it’s important to ensure your photocopier is up to the task and has the right capabilities. Look for features like high-resolution scanning and easy integration with cloud services for seamless digital document management.
Similarly, consider the printing options available. Do you need colour printing or will black and white suffice? Colour printing adds a professional touch but can be more costly.
Paper size and types
Think about the types and sizes of paper your business uses regularly. Are A4 and A3 sizes sufficient, or do you need a copier that handles larger formats? If you handle various types of documents, such as brochures or posters, investing in a copier that can handle a range of paper sizes and types will save you from future inconveniences and costs, such as having to pay specialist printers. You may require a large format machine, which we can also supply.
Future growth plans
No one can predict the future, but you can make an educated guess based on your business’s growth trajectory. Opting for a photocopier with scalable features can help future-proof your investment. If this is something you want to think about, look for machines that offer options to upgrade or expand capabilities as your needs evolve.
Volume capability
How much copying do you do on a daily basis? Understanding your average and peak copy volumes is very important in selecting the right machine. High-volume businesses may require a photocopier with a large toner capacity, extra durability, and features like higher capacity toners and large paper trays to minimise user intervention and reduce the need for frequent replenishment. These time-saving options can really help to improve workflow. Conversely, if you have lower volume needs, a more basic model might suffice.
Management and security
For larger multi-print businesses, managing print jobs efficiently is obviously vital. Solutions like Papercut, a printer management software, can help streamline your processes. Papercut allows you to control printing costs and improve security by enabling features like card-based access to printers. You can even set restrictions on specific cards to limit printing to black and white, adding an extra layer of security.
Printing options and finishes
Whilst it might not seem that important, it’s a good idea to think about what kind of finishes you need. Does your business require hole punching, a booklet facility, stapling, or other finishing options? Some copiers come with optional finishing features that can save you time and effort. If these options are important to you, make sure to choose a copier that meets these requirements. At Midrepro, we always double check what finishing features you might benefit from in our initial meeting with you.
Environmental considerations
As businesses become more environmentally conscious, the demand for eco-friendly printing solutions has taken off. Why not pick a photocopier that aligns with your sustainability goals? To do this, you should look for machines with energy-efficient features and recycling programmes for toner cartridges. Getting ahead of the net zero curve not only benefits the environment but can also enhance your company’s reputation as a responsible corporate citizen – a win for everyone!
Don’t know what printer would suit your business needs?
If you’re still not totally sure what your printing needs are and what kind of printer would best suit you, why not book a free print audit with us? We can access your needs and recommend you solutions that will help you improve efficiency and even cut costs.
Find out more about our free print audits and how to book one.