reset-1024x616When you’re looking to buy a new copier, it’s easy to get lost in the “speeds and feeds.”

If you look at enough choices across manufacturers, you’ll find your eyes glazing over as you shuffle through the PDFs and specs like send functionality, ppm speeds, RAM, paper supported, and the dozens of other features and functionality that vary slightly across model and manufacturers.

I’m not saying that these specifications aren’t important. They are. Obviously the “speeds and feeds” need to able to help you achieve your business goals.

What I AM saying is that diving into speeds and feeds, headfirst, when you start your search for a new printer (or only relying on this information) to make a decision IS a mistake.

Before you dive into researching specific products -- and especially before signing on the dotted line to buy anything -- here’s what you need to think about first.

Do I Really Need a New Device?

OK, OK, I know I wrote a blog post recently about the dangers of holding on too long to your copiers (read it here).

Bear with me.

Check out your print job analytics to see your print volume as well as to see who is printing and what kinds of documents they’re printing (the level of detail available will vary depending on your exact printer model). Do you need to print that much? If you’re buying a new printer simply to print more documents that you don’t really need -- you’re wasting your money.

Are you buying a new printer because you need to scan documents? Depending on the volume you need to convert, maybe the small desktop scanner in your office closet will suffice to get the job done.

Think about what your print (and copy and scan) needs are. Then check your office equipment inventory for under-used equipment that could fill any gaps.

How Easy Is It to Use?

We’ve all bought something in our lives that works great, but is such a pain to use that we rarely use it.

Look for laser printers that are designed for ease of use -- simple to navigate touchscreen interfaces are becoming standard on most printers today. The ability to create one-touch workflows and additional personalized inputs without involving your entire IT department is also helpful.

Don’t forgot to consider how easy it is to manage and set up. You don’t want your IT staff spending more time than they need to set up and manage the equipment.

Total Cost of Ownership

I just mentioned the importance of easily managed printers. The less time you spend getting them to perform, the less staff time you’ll have to devote to printer management. Look for devices that consume energy efficiently -- electricity costs do add up over time, especially if you have dozens of machines throughout your office. How much will toner cost and how much is your cost-per-page to print and copy? Can you use print rules to manage print jobs?

How Can I Use a Printer Beyond Just Printing?

Today’s multifunction printers are jam-packed with the ability to boost productivity in your office. Think about how a new printer could be used to improve your business processes. Could you scan documents -- like invoices -- and automate your paper processes?

Is there an app (or 20) to use on the printer? Apps allow shortcuts for sharing documents to translating them. How app-friendly is the printer?

Xerox Copier Apps Simplify Your Work Day.  Our eBook Explains.

Who’s Going to Take Care of It?

There are three options here:

  1. Do routine maintenance yourself and pay someone to fix anything you can’t handle.

  2. Hire a third-party to maintain and take care of your equipment for you.

  3. Sign up to receive managed print services, or MPS. MPS is a service where a third-party (like Benchmark) manages your entire print fleet -- from toner delivery to set up to ongoing maintenance and repair.

Most companies benefit from a maintenance contract – it gives you peace of mind knowing that your equipment will be down for a minimal amount of time and experienced professionals are taking care of your equipment. Plus, there are no unpleasant budget-busting surprises for needing to pay for a major repair unexpectedly.

NOW Return to the Speeds and Feeds

Do you have an idea for how you’ll answer these five issues?

Great. NOW it’s time for you dive into specific models and begin to choose the right printer for you.

Need help? Contact Benchmark for a conversation with one of our expert Printerpreters.

Let our printer and copier connect you with the equipment you need.  Get Started