Photocopiers Demystified: A Guide to Selecting the Perfect Machine for Your Office

In this guide we'll try to unravel the complexities, of which there are many, and give you the information you need to make in informed choice. If you are still not sure, reach out and we can help guide you further.

Buyers Guide to Photocopiers

Choosing the right photocopier is crucial for ensuring smooth and efficient operations in your business. A well-chosen copier can save time, reduce costs, and improve productivity. This guide will walk you through key factors you need to consider when selecting the perfect photocopier for your needs.

The problem - it's hard to buy the right photocopier.

Target - you need a photocopier that does everything you need it to, and it needs to be able to cope with more than you will ever ask it to in terms of durability and performance.

But you don't want to over specify it TOO much as then you will be paying for capabilities that you just don't need.

Assess Your Business Needs

Consider the volume and type of copying you'll be doing regularly. Are you primarily copying text documents or do you also need high-quality colour reproductions for presentations or marketing materials? The answers will guide you towards either a basic monochrome copier or a more advanced colour model.

Go deeper...

Evaluate Your Business Requirements

It's essential to have a clear understanding of your current printing practices. Begin by estimating the number of pages you print each month, both in color and black & white. Consider how many employees use the printer and whether you require additional features such as staplers, fax capabilities, or hole punches. Compiling a detailed list will help you identify your exact needs.

Remember to incorporate some flexibility into your assessment to accommodate busier periods, future business growth, and evolving requirements. Add a certain percentage - let's call it "buffer" - to your monthly page count. This buffer acts as a safety net to ensure you're always covered. However, keep in mind that a larger buffer could potentially increase the cost of the printer due to its increased capacity. So balance is key when determining your buffer percentage.

Size and Speed

Photocopiers come in a range of sizes, from compact desktop models to large freestanding units designed for high-volume use. The speed of a photocopier is measured in pages per minute (ppm), and faster machines typically cost more but provide increased efficiency for busy environments.

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When considering size and speed, it's important to evaluate the space available in your office and the volume of copying tasks. Larger photocopiers typically have higher speeds (measured in pages per minute or ppm) and are designed for high-volume use. These machines may be more expensive initially but can increase efficiency in busy environments.

Pages per minute

The speed of a printer or copier is typically measured in pages per minute (ppm), and it indicates how many pages the machine can print or copy within one minute. The Kyocera TASKalfa 5053ci, for instance, boasts impressive speeds of up to 50 ppm.

The available speeds can vary widely among different models and brands, depending on their design and purpose. For example:

1. Entry-level printers for home use might offer speeds from around 5 to 20 ppm.
2. Mid-range models designed for small to medium-sized businesses usually provide speeds between 20 and 40 ppm.
3. High-end machines intended for large corporations or print-intensive environments can reach speeds exceeding 50 ppm, with some even going up to 100 ppm or more.

Remember that these are maximum speeds under ideal conditions. Actual print or copy speed may be affected by factors such as the complexity of the document, the print quality setting chosen, network conditions if you're printing over a network, and whether you're printing in colour or black and white.

Choosing a device with a speed that matches your office's needs can help ensure efficient workflow and productivity.

Time to first print

But there's more to printer speed than plain old PPM. "Time to First Print" is a term used in the printer industry to describe how quickly a printer or copier can produce the first page of a print job from a standby or sleep mode. This metric is important because it directly impacts productivity, particularly in busy office environments where time is often of the essence.

The faster the Time to First Print, the less time you'll spend waiting for your documents. A shorter Time to First Print means that your printer warms up and starts printing quicker, allowing you to get back to other tasks.

In our experience, Time to First Print is often the biggest factor in a user's opinion of a printer's speed and can lead to frustration if it's slow.

When considering a new printer or copier for your office, be sure to look at its Time to First Print specification. After all, every second counts in today's fast-paced business world!

Real world examples;

A Kyocera 2554ci has a claimed Time to first print of "Approximately 7 seconds or less in black & white, and 9.2 seconds or less in colour.

A Kyocera 6053ci has a claimed Time to first print of "Approximately 3.8 seconds or less in black & white, and 5.1 seconds or less in colour.

Features

Modern photocopiers offer many features like automatic document feeders (document processors), duplexing (double-sided) capabilities, networking connectivity, and finishing options such as stapling or hole-punching. Consider which features are important for your business operations.

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In the modern business environment, a reliable photocopier is an indispensable tool. But with the numerous models available in the market, each boasting a variety of features, choosing the right one can be daunting. To make an informed decision, it's essential to understand the key features and how they can benefit your operations.

Resolution

Resolution determines the clarity and detail of copied images or text documents. Measured in dots per inch (DPI), higher resolution offers clearer, more detailed copies. This is particularly crucial for businesses that need high-quality copies of graphics or detailed documents.

Connectivity

Modern photocopiers offer various connectivity options like WiFi, Bluetooth, Ethernet, or NFC (near field communication). These features allow easy connection between the copier and computers or mobile devices for seamless digital workflows.

Security

For businesses dealing with sensitive information, security is paramount. Many photocopiers now provide security features like password protection, secure printing, user identification, and data encryption to safeguard your confidential documents.

Multifunction Capabilities

Many modern photocopiers are multifunction devices (MFDs), combining copying, scanning, printing, and faxing capabilities into one machine. This saves space and cost while promoting efficiency in managing various document tasks.

Document Feeder

A document feeder automates the process of scanning or copying multiple pages without manual intervention – a great time-saver for large jobs.

Duplexing

Duplexing allows automatic printing or copying on both sides of a paper. This feature helps conserve paper, reducing costs and promoting eco-friendliness.

Paper Handling

Different businesses have different needs when it comes to paper size and type. Ensure your photocopier can handle various sizes (A4, A3, etc.) and types (cardstock, transparencies, etc.) to suit your needs.

User-friendliness

An intuitive user interface makes it easier for employees to use the copier effectively. Features like touchscreen displays, smartphone apps, or simple button layouts enhance user experience.

Finishing Options

Some high-end photocopiers offer finishing options such as stapling, hole-punching, or binding. These are particularly useful for businesses that produce professional-looking documents in-house.

In conclusion, understanding these features will guide you in choosing a photocopier that meets your business's unique needs and improves productivity. Remember that the best photocopier is not necessarily the one with the most features but the one that offers the right balance between functionality and cost-effectiveness.

Price and Total Cost of Ownership

While it's important to compare initial purchase prices, don't overlook the total cost of ownership which includes ongoing expenses such as toner, maintenance, and energy usage.

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Price and Total Cost of Ownership (TCO) are key factors to consider when purchasing or leasing office equipment like photocopiers.

Price refers to the initial cost you pay to purchase or lease the equipment. This can vary widely depending on the model, features, and terms of a lease agreement.

However, the initial price is just part of the equation.

Total Cost of Ownership

The Total Cost of Ownership (TCO) is a financial estimate that helps businesses determine the direct and indirect costs of a product or system over its life cycle. TCO goes beyond the initial purchase price to consider other costs involved in using, maintaining, and even disposing of the equipment.

For photocopiers, TCO would include:

Initial Purchase Price or Lease Payments: This is what you pay upfront for owning or leasing the copier.
Consumables: These are ongoing costs for items like toner cartridges, paper, and other supplies required for operation.
Maintenance and Repairs: Regular maintenance is crucial for keeping your copier running smoothly. Costs can include routine servicing, replacement parts, and labor charges for repair work.
Energy Costs: Photocopiers use electricity to operate, so it's important to consider energy efficiency.
End-of-Life Costs: If you own the machine outright, there could be disposal costs when it reaches end-of-life.

Why does TCO matter? Understanding TCO gives businesses a clearer picture of what they're truly spending on their office equipment over time. It allows them to make informed decisions about purchasing vs leasing, choosing between different models, budgeting for operational expenses, and managing resources effectively.

To calculate TCO

Add up all expected lease payments or purchase price
Estimate consumable costs over the intended usage period (e.g., per month/year)
Factor in regular maintenance/repair costs
Consider energy consumption costs
Don't forget any potential end-of-life costs

Remember, a machine with a lower initial price may have higher consumable or maintenance costs, making it more expensive in the long run. That's why it's important to calculate TCO and not base decisions on the initial price alone.

Maintenance and Support

Regular maintenance keeps a copier running smoothly and prolongs its lifespan. Check what kind of support is offered by the vendor including warranty terms, service agreements, and availability of spare parts.

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Maintaining your photocopier and having a reliable support system in place are crucial for the smooth operation of your office. Here's why:

Warranty

Make sure your photocopier comes with a comprehensive warranty that covers parts and labour for a certain period.

Typically, photocopiers come with a manufacturer's warranty that covers defects in materials and workmanship for a certain period of time after purchase, usually one to three years. This warranty ensures that if your machine malfunctions or breaks down due to a manufacturing fault within the covered period, the manufacturer will repair or replace it at no cost.

The specifics of the warranty can vary by manufacturer and model. It may cover parts only, or it could include labour and parts. Some warranties might be on-site, meaning a technician will come to your location to perform repairs, while others may require you to ship the device back to the manufacturer or authorised service centre.

Additionally, some manufacturers offer extended warranties for an additional cost. These extended warranties prolong the coverage period and may offer additional services such as preventative maintenance or priority technical support.

It's important to read and understand your warranty agreement thoroughly. Be aware of what is covered and what isn't, any conditions or limitations, and what your responsibilities are (like regular maintenance) to keep the warranty valid.

Remember also that a warranty is different from a service contract. While a warranty covers defects, a service contract covers routine maintenance and servicing.

Service Contract

Consider a service contract or maintenance agreement with a reputable provider.

A photocopier service contract is an agreement between a business and a photocopier service provider. This contract outlines the terms and conditions under which the provider will maintain and repair the business's photocopiers.

Here's what you can typically expect from such a contract:

Regular Maintenance

The service provider regularly checks and maintains the photocopier to ensure it's in good working condition. This includes cleaning, inspection, adjustment, and replacement of worn parts.

Repairs

If your photocopier breaks down, the service provider will repair it as part of the contract. This includes both parts and labour costs.

Quick Response Times

If something goes wrong with your machine, you want it fixed quickly to minimise downtime. A good service contract guarantees fast response times, often within a few working hours.

Technical Support

Most contracts also offer technical support for troubleshooting minor issues or guidance on using certain features of your copier.

Cost Management

With a fixed monthly or annual fee, a service contract helps businesses manage their budget effectively by avoiding unexpected repair costs.

Remember, details can vary between providers, so always read through your potential contract carefully to make sure it suits your business's needs before signing.

Managed Print Services (MPS)

Managed Print Services may offer the best of all worlds when it comes to handling your printing needs. Here's why:

Cost Efficiency

MPS include everything from hardware to consumables, maintenance, and support in one predictable monthly fee. This eliminates unexpected expenses and helps with budget planning.

Expert Support

With MPS, you have access to a team of professionals who can handle any issues that arise, often before you even notice them. This includes regular maintenance, repairs, and even automatic toner replenishment.

Productivity Boost

By outsourcing the management of your print environment, your staff can focus on their core duties rather than dealing with printer-related tasks or troubleshooting.

Enhanced Security

Many MPS providers also offer solutions for securing your print environment, protecting sensitive data from potential breaches.

Sustainability

MPS help reduce waste by optimising your print fleet and encouraging responsible use of resources.

Scalability

As your business grows or changes, an MPS can adapt to meet new demands, whether that means adding more printers or implementing new technologies.

In essence, a Managed Print Service combines the convenience of full-service support, the predictability of fixed costs, the efficiency of professional management, and the flexibility to adapt to your evolving business needs - truly the best of all worlds!

In a shameless plug - Metrocopier's Managed Print service actually get a manufacturer engineer to look after you. Kyocera engineers are worth their weight in gold for our customers.

Environmental Impact

Look for energy-efficient models that have power-saving modes or are Energy Star certified. Also consider models that use less consumables or have programs for recycling used toner cartridges.

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Photocopiers, like many office devices, have an environmental impact that should be taken into consideration. This impact comes in several forms:

Energy Consumption

Photocopiers are often high-energy appliances. They use electricity not only during operation but also while in standby mode. Energy-efficient models or those with energy-saving features can help reduce this impact.

Paper Waste

The sheer volume of paper that can be used by a photocopier contributes significantly to its environmental footprint. Encouraging double-sided copying and responsible paper usage can help mitigate this.

Toner and Ink

Toner cartridges and ink can have a negative environmental impact when not disposed of properly, as they contain potentially harmful chemicals. Opting for recyclable cartridges or refill programs can make a difference.

E-Waste

At the end of their lifespan, improperly disposed photocopiers contribute to e-waste, which is a growing environmental concern globally. Ensuring your old machines are recycled or responsibly disposed of is crucial.

While these challenges exist, there are ways to minimise the environmental impact of your photocopier:

Choose energy-efficient models.
Implement responsible paper usage policies.
Opt for eco-friendly supplies such as recyclable cartridges.
Ensure old machines are properly recycled.

One big reason we chose Kyocera as our partner is their green credentials. They are regularly voted the most green choice (as well as the most reliable).

Kyocera sustainability

Kyocera's ecology commitment leads to green designation of 99% of products

By making conscious choices about how we use and dispose of our office equipment, we can help lessen the environmental impact of our daily operations.

Finding the right photocopier requires careful consideration of your business needs, budget, and desired features. Don't rush the process - take time to research, compare models, and ask for demonstrations if possible. With careful planning, you'll find a photocopier that's a perfect fit for your business and will serve you well for many years.

Remember, we're here to help at every step of your journey. Don't hesitate to reach out if you have any questions or need expert advice on choosing the right photocopier.

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Photocopiers Demystified: A Guide to Selecting the Perfect Machine for Your Office

Buyers Guide to Photocopiers

Assess Your Business Needs

Evaluate Your Business Requirements

Size and Speed

Pages per minute

Time to first print

Features

Resolution

Connectivity

Security

Multifunction Capabilities

Document Feeder

Duplexing

Paper Handling

User-friendliness

Finishing Options

Price and Total Cost of Ownership

Total Cost of Ownership

To calculate TCO

Maintenance and Support

Warranty

Service Contract

Managed Print Services (MPS)

Environmental Impact

Ready to say goodbye to photocopier hassles? Start your leasing journey with us today.

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