When running your business, it’s crucial to maintain operational efficiency. If you can eliminate as many redundancies as possible, your workers can be more productive in less time, which helps boost your bottom line. Fortunately, technology makes it easy to streamline operations, as you can do far more with modern machines today than you could in years past. In this article, we want to highlight one such device – the business copier.
These all-in-one units can typically make copies, print and scan documents, and some of them can even fax. With such a multifaceted list of features, it is no wonder why companies of all sizes rely on these machines. Even in an age of email and digital workspaces, a multi-function printer can be a vital component of your office. Here’s why your company still needs a business copier.
What Makes Up the Modern Business Copier
Most of these machines will include a few core components, but higher-end models may have additional features and benefits. Here is a breakdown of what you can expect from a modern business copier.
According to studies, the average office worker prints up to 10,000 sheets in a single year. So, even if your operation is relatively small, that will add up quickly. Most multi-function machines utilize laser printers because they are quicker and more reliable than inkjet models. Typically, you can print up to 10 times faster, which is handy when fulfilling bulk orders. On average, an inkjet printer can handle up to 16 pages per minute (ppm), while laser models can print up to 100 ppm.
The ability to copy a document quickly and efficiently is critical for many business operations. Perhaps you need to make copies of worker IDs, or client proposals, or new hire documents. In the old days, copiers could generate less-than-desirable results, with low-resolution images coming out on each page. Fortunately, as technology has improved, it is far easier to create a precise facsimile of almost anything you place into the machine.
Since we live in a technological age, more and more businesses are digitizing their records and files. Having a high-quality scanner can make a world of difference since you can take physical sheets and turn them into digital files. This feature is particularly handy for sending signed documents, either internally or to clients. It is also much easier to manage a digital database than it is to stack folders in a bulky file cabinet.
While fax machines are becoming somewhat obsolete, they are still in use for various industries. One of the primary benefits of using a fax is that it can be far more secure than sending an email. Law firms, for example, utilize faxes to protect client data. Even if a business copier doesn’t fax, many of them will connect to the internet so that you can email scans directly from the machine, rather than having to save it to a secondary device.
How Will a Business Copier Impact Your Operations?
Having the right business copier can have a considerable impact on your business. Here are a few of the top advantages that you can expect when purchasing one of these machines.
- Save Space – Rather than having multiple bulky devices, you can handle everything from one unit. This benefit is perfect for small offices, where space limitations are often present.
- Reduced Maintenance Costs – Modern business copiers are reliable machines that rarely break down. Even if they do, a repair technician only has to fix the one device. Maintaining multiple machines can be a hassle, particularly if you need proprietary parts for each one.
- Save Time – When workers can complete various tasks with one device, they will be far more productive. For example, an employee can print a document, sign it, and then scan the signed version to send back to the client, all from the same device.
- Security – Although business copiers are connected to the internet, newer models allow your company to encrypt any communications. Whether you are handling sensitive materials or you just want to avoid hacks, a business copier can make it easy to keep your office secure.
Which Business Copier is Right for Your Company?
Before making a final decision, it’s crucial to understand the various components available. Here is a breakdown of the critical factors to consider when picking a business copier.
- Costs – Although laser printers are much faster and more efficient, replacement cartridges can be pricey. If you purchase a high-end model, your costs could be even greater.
- Features – As we mentioned, some business copiers include a fax machine, but many of them don’t. Determine the necessary attributes for your business and make sure that the machine can handle them all reliably. Also, consider connectivity when comparing different models. For example, storing documents on the device, wireless printing from mobile devices, and sending emails from the machine directly.
- Commercial vs. Consumer-Grade Models – If your office doesn’t utilize a printer very often, you can save money by buying a consumer-grade machine. However, if your workers will be using the device for hours every day, you need to upgrade to a commercial unit. Otherwise, it will likely break down much faster.
- Capacity – One potential downside of having an all-in-one unit is that only one person can use it at a time. For larger operations, you might need to purchase multiple machines so that workers can print, scan, or copy simultaneously.
As you can see, the right business copier can make a significant difference in your business’s operational efficiency. If you’re ready to see what one of these machines can do for your office, contact R3 Business Solutions today. We can help you find the best device to suit your needs and budget, whatever they may be.