12 Key Factors to Consider When Leasing Your Next Photocopier

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Are you in the market for a new photocopier but feeling a bit overwhelmed by the options? It’s no wonder, given the vast array of features and technical specs on offer. From understanding print speeds to deciphering lease terms, there’s a lot to consider. But don’t worry; we’ve got you covered. Ready to lease your next photocopier? Let’s break down the key factors you need to think about to make an informed decision that suits your needs and budget.


Assess Your Core Needs


First things first, let’s talk about what you actually need from your copier. This might seem obvious, but it’s easy to get sidetracked by flashy features you’ll never use.


  • Speed It Up


Print speed (PPM) is crucial if you’re running large or frequent print jobs. Nobody wants to queue up for ages, right? A higher PPM means faster output, keeping everyone happy and productive.


  • Colour or Monochrome?


Ask yourself whether colour is a must-have for your documents. If it’s just internal paperwork, black and white might suffice. But if you’re producing marketing materials, colour is key. Just remember, colour copiers run a higher tab.


  • How Much Paper Can It Handle?


Paper capacity is another biggie. Smaller setups can make do with a basic tray, but if you’re a larger operation, you’ll need a heftier capacity to avoid the dreaded constant refilling.


  • Monthly Madness


Estimate your monthly page output. Opt for a copier that can handle your volume with ease. Pushing a machine beyond its limits is a surefire way to invite breakdowns.


  • Size Matters


Lastly, think about the physical size of the copier. You’ll need to match the copier’s footprint to your available space, whether it’s a compact desk model or a larger floor unit.


Dive Into Functionality


Beyond the basics, copiers offer a variety of features that can streamline your office workflows.


  • Multitask with MFPs


Consider multifunction printers (MFPs) if you’re looking to copy, print, scan, and fax all in one. They’re real space and money savers.


  • Scanning Essentials


If scanning documents is part of your daily routine, look for features like scan-to-email or high-resolution scanning to keep things running smoothly.


  • Finishing Touches


Features like stapling, hole-punching, and booklet making can save you a ton of time. Imagine not having to manually assemble documents!


  • Cut the Cords


Wireless connectivity is a must in today’s mobile world. It allows your team the flexibility to print from anywhere in the office.


  • Keep It Secure


Don’t overlook security. With cyber threats on the rise, features like user authentication and data encryption are non-negotiable.


Consider the Costs


The price tag of a copier extends beyond the initial purchase or lease.


  • Upfront vs Ongoing


Weigh the pros and cons of leasing versus buying. Leasing might seem appealing for its lower initial costs, but buying could save you money in the long run.


  • Running Costs


Think about the ongoing expenses: toner, ink, maintenance, and energy consumption. These can add up, so calculate the total cost of ownership over the copier’s lifespan.


  • Service Contracts


Understand the ins and outs of service contracts, especially if you’re leasing. It’s crucial to know what’s covered.


Make It User-Friendly and Eco-Friendly


Lastly, don’t forget about the user experience. A copier that’s a nightmare to use can cause endless frustration. And in today’s world, considering the environmental impact of your choices is a must. Look for energy-saving features and toner recycling programs.


Time to Decide


Armed with this knowledge, you’re ready to make a decision about leasing your next photocopier. Begin by assessing your needs and budget. Then, research and compare different brands and models.


Don’t hesitate to talk to Evolve Document Solutions for quotes and advice. It’s all about finding the right fit for your office, both in terms of functionality and cost.


Remember, the right photocopier can significantly impact your team’s productivity and satisfaction. So, take your time, and choose wisely!