A new office photocopier for your business is a significant investment.  You’ll need to analyze your printing habits, networking needs, and your office space to choose the best copier for your office. There’s a lot of information to filter through when it comes to buying a photocopier, so we put together the 4 most crucial features to focus on!

1. Is it compatible with your current network?

One of the most important things to consider is the photocopier’s ability to connect with your existing computer system. You don’t want to be forced into a major overhaul of your software just to accommodate your new copier. Step one is making sure the photocopier is compatible with your computers & operating system of choice.

One of the biggest features of modern photocopiers is the ability to interface with your entire office’s computer network. Once connected you can print from any computer with ease. Ensuring network capability is essential for a smooth transition to a new copier.

2. What’s the response time?

High-speed copiers usually have to warm up for a few minutes before they get going. The warm up time makes it possible to handle hundreds of documents in just a few minutes. For smaller businesses, it’s better to get a copier with a slow warm up time. A slower warm up time makes it possible to use the copier straight out of sleep mode. You don’t want to have to wait for the machine to warm up just to print a few documents.

All in all, choosing the best photocopier comes down to doing an assessment of your needs. Don’t forget to confirm the basics such as if the new copier can handle all sizes of paper used in your office. Dive into your copy/printing records from the last year so you can make an accurate estimate of the volume you need your new copier to accommodate. Good luck with your search!

3. Copy speed & volume

Copy speed is expressed in how many pages per minute the machine is capable of processing. A typical photocopier in the mid volume category will have a speed of 25 – 45 pages per minute. Anything over 45ppm is considered fast. Most small offices doing less than 5000 copies a month are suited for something in the 20 – 35ppm range. The ideal copy speed will depend on the size of your company.

Copy volume refers to how many pages per month the photocopier can handle. Instead of a number, copy volume is categorized: low volume, mid volume, high volume, professional print and small office, small home (SOHO).

You’ll have to do an audit of your printing habits to figure out what speed and volume are best for you.

4. Is it ergonomically designed?

Another important factor to consider is how the machine is designed. Simple things like needing to refill the paper tray too often or having to stand at an awkward angle to use the copier will negatively impact productivity and ease of use.

5. Does the copier come with post sales support?

Nothing is worse than buying a new photocopier and not knowing what to do when issues come up. Photocopiers have tons of parts, and you’re almost certain to experience technical difficulties at some point.

When choosing your office photocopier, look for companies that offer training for your employees and a repair service. One detail to look for is if the company offers the support service themselves or if it’s outsourced to a 3rd party.

Having support from a 3rd party isn’t necessarily better or worse, but you want to be clear on what the procedure is. Post sales support is important because otherwise, you have to take on the burden of fixing the copier when something goes wrong. Having a support system in place for specialized repairs helps you save time and money in the long run.



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  1. I’m shopping for a new photocopier for my office, and I’m looking at all the different features, and I’m wondering if it’s really THAT important to have a photocopier compatible with my work network? The differences in price is large enough that I’m thinking of opting out of this feature.

    • Personally, I’d recommend having the best copier possible. If your photocopier is 100 percent compatible with your work network, you can copy and print from any computer in the entire office. This way, you don’t need to connect a new printer or photocopier to any of the computers in your office because they are already connected.

      • Sounds like just the way you would do it at home. Much easier than having to keep connecting separate machines to separate computers!


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