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No matter whether you are an SME, public sector organisation or a large multi-national, one of the most important tools for your trade is a photocopier. While never accused of being the most glamorous of office-based accessories, photocopiers are one of the most used and versatile pieces of equipment you can have. They let you make copies easily and efficiently and allow you to stay on top of the office paperwork.

Finding The Right Photocopier

A long-established stable of any white collar environment, photocopiers are too often overlooked when it comes to kitting out an office. With a wide array of photocopy machine models available, it can be a little daunting setting out to find the right one. That’s why we’re here. We can help guide you to make the right choices for your business and ensure you have a copier that is up to the task of pushing your business or organisation forward.

Here at Cost Compare Limited, it is our job to give you the facts. You’ll never experience the hard sell as we’re only here to let you make a decision by having all the info you need to hand when it comes to choosing the best photocopying services for your business. Never bought a photocopier before? Don’t worry, we’ll give you all the knowledge you need to choose the right one for you. With that in mind, here are the main considerations to take into account when looking for a photocopy machine.

Woman using a photocopier

Copy Speed

The main factor when it comes to photocopying services is copy speed. This is the key metric that tells you how quickly your copier will produce copies. Not all copiers are created equally, so this is something to be well aware of especially if your business has to produce high volumes of paperwork. This statistic is measured in pages per minute. The faster a copier copies, the higher its copy volume. A standard machine operates at around 20-40 ppm. This level of performance is usually adequate for small teams and offices and allows a few people to get the printing they need without any significant backlog.

Photocopier Copy Volume

Closely linked to ppm speed is copy volume. A copy machines copy volume states how much the machine was designed to produce. This tends to be how different machines are differentiated, even more than the page per minute score. Copiers are therefore grouped into Small Office/Small Home for personal or light office use, Low Volume for small office environments, Mid Volume for SMEs, High Volume for larger companies, and Professional Print for specialist printing companies. Try to think of where your own organisation falls into these categories to find the right machine.

Networking And Other Photocopier Functionality

In the connected world of the 21st century, network capabilities are crucial to modern photocopiers. Such capabilities allow the humble photocopier of old to become an all-singing, all-dancing fax, scanner and printer. These days most Mid Volume and up copiers have inbuilt network functionality, but it always pays to double check. It is also wise to ensure the network functions are fully compatible with your company’s computers and wider network.

As with networking capabilities, scanning functionality is also extremely common. This allows documents to be copied, stored, edited and even subject to optical character recognition, making lengthy transcription a thing of the past. Modern copiers also have a slew of extra features that can add extra functionality. These range from touch screens to complex workflow solutions, so look out for copiers that stand above the pack.

Different Photocopy Manufacturers

As a well-established piece of office equipment, there are many different manufacturers to choose from when looking for photocopying services for your company. These range from household names like Xerox, Sharp and Canon to others like Konica Minolta and Ricoh. While there are many smaller manufacturers that may offer more competitively priced machines it is always smart to weigh up any cost savings with the after-sale support that comes from the larger players. This is also the case if you are buying used machines.

Technical Support

As copiers are an integral part of many an office environment, it pays to be fully cognisant of the after-sales and technical sales support available from the manufacturer, as well as any warranties that are available. These are complex machines and even the most expensive will break down from time to time. So be aware of this eventuality before the fact. Unfortunately, there hasn’t been a photocopier that is guaranteed never to break down yet, but as soon as one is invented we’ll let you know!

Photocopier Size

If you are an individual or small business, then a desktop copier may be sufficient for your needs. Resembling a standard printer more than a bulky free-standing copy machine, desktop photocopiers provide versatile functionality for those who do not require a large copy volume. On the flip side, large freestanding units are recommended for bigger companies, as small desktop machines can easily be overwhelmed by the needs of multiple staff.

What To Think About When Choosing A Photocopy Machine

As with any significant business expense, you need to review your own business needs before pulling the trigger on a specific machine. Ask yourself whether you need a colour photocopier for instance. Where are the copies going? If they are for internal use, then a lower quality cheaper option may do the job, but if they are for client-facing documents, then you may need something higher end.

Try to anticipate your business’s needs. Think about the number of copies you’ll need a month and the speed that you’ll produce them at. Also, consider whether the copier is required for other services like hole punching or stapling. Make sure you are aware of whether you need any advanced functions like enlarging, double-sided printing and so on.

Another easy to overlook factor is how many people are going to be using it on a daily basis. Having a good outline of the copy volume required is useful, but if this is spread over multiple members of staff you may want to consider a larger machine so there isn’t an endless queue for the copier! With this in mind, take a rough note of the expected footfall surrounding the machine and that will better let us find the perfect one for you.

Man using office photocopier

Why Choose Cost Compare Limited For Photocopiers

One of the easiest ways to find the right photocopier is by utilising the services of the team here at Cost Compare Limited. Our streamlined and easy-to-use service lets you easily compare different copy machines online. We take a look at your needs and base our recommendations of off the information you supply. This means you are sure to find a photocopier that matches the requirements of your business as well as your budget. Don’t waste your days hunting around for an elusive bargain. Here at Cost Compare Limited, we let you get on with doing what you do best – running your business.

Easy To Use Photocopying Services

Just fill in our simple form and Cost Compare Limited take a look at suppliers on your behalf. Once we’ve seen some machines that match your office’s needs we send them over for you to peruse at your leisure. Take the stress of hunting for office equipment out of the picture and take advantage of the services provided by Cost Compare Limited. Not only will we endeavour to find the best machine for you, we’ll find one that meets your budget and lets you take care of that all-important bottom line.

By choosing us, you’ll save up to 65%, as well as save time and productivity by letting us get on with the search. We only speak to the most trusted companies out there and have a proven track record of success. If you need any more information, get in touch. Our dedicated team are on hand to answer any queries you have. Start that hunt for the perfect photocopier today and drive your business forward!