How to Choose the Right Print Copy Machine for Your Office Needs

Selecting a suitable print copy machine for your company is critical since it determines efficiency, cost, and working method. Due to the vast number of available models, several aspects, such as speed, capacity, colors versus monochrome, and price range, should be compared in order to purchase a machine that will fit the business needs. 

Below is a description of such factors which will assist you in making the right choice once you read this guide.

1. Speed

Speed, in pages per minute, is essential for offices that make many prints. If a small business does not need a machine to perform large volumes of work, then a machine that can process 20 to 30 parts per minute would be sufficient. However, many offices with higher standards may need a machine capable of 40, 60, or more PPM, such as the Epson workforce pro. This is true because fast machines can help bulk print jobs and save time. There is an efficiency factor of determining how many documents your team prints on average per day and then choosing a machine that fits that.

2. Capacity

Capacity means how many papers the print copy machine takes at once, its handling capacity without power failure, and the need for frequent reloading in case of bulk printing assignments. The main paper tray provides between 250 and 500 sheets, while better models provide 1,000 plus sheets necessary for large offices. Moreover, it is possible to use machines with several trays: this is especially important in some cases since it is possible to use both letterhead, thick cards, or envelopes, for instance. Ask yourself if your office uses a lot of paper with large jobs being printed, and choose a machine that will adequately support such needs to avoid causing inconvenience by constantly having to do urgent print jobs.

3. Color vs. Monochrome

Important decisions must be made to reach this stage, and one should choose between a color and a monochrome printer. Black and white devices are often cheaper and use less toner, and if an organization is mostly printing letters and other texts, these reasons will suffice. However, a color printer becomes indispensable if your workplace requires you to print PowerPoint presentations, brochures, graphics, and other such documents. It’s also worth mentioning that color machines are generally more expensive to purchase and maintain, but they provide more flexibility, which can be more critical for a creative team or when working directly with clients. Determine whether your enterprise will require high-quality color printouts or whether black and white prints are sufficient for daily use.

4. Budget

This is true since choosing a suitable print copy machine depends mainly on the budget. A copier is relatively inexpensive, ranging anywhere from a few hundred dollars to several thousand dollars, depending on the absorptiometry. However, one must remember the value acquisition cost, which is the total cost of holding TCO maintenance, toner, paper, and energy consumption. While most machines in the low price range are cheaper, the cost of operating these machines is very high because the toner is costly or the machines require frequent repairs. Think about your long-term requirements and try to get the best between the cost of owning and the cost of operating the equipment.

Final Thoughts

Choosing the suitable print copy machine for your office depends on some factors, which include the machine’s speed, the workload’s capacity, the color option, and the cost of the machine. In this way, depending on your specific business needs, like the number of prints or type of documents, the available time, and money, you can select the machine that will be the most effective. Taking time to consider some of these factors will help ensure that your office is efficient with a copier that is right for the long haul.