Archive for June, 2013

5 Steps to Buying The Right Copier for Your Business or Professional Practice

If you or someone you know is in the market for a new copier here is a simple 5 step formula for selecting the right copier for your business or professional practice.

Although my 5 step copier buying formula gives you a good framework for buying a copier your bound to have many more questions.

If that’s the case for you feel free to email me.

I’m happy to help.

Here are the 5 simple steps.

Step 1 is to decide on the speed of the copier. Standard office copier speeds range from 20-85 pages per minute. If you need help in deciding what speed  your copier should be than click over to my post titled, How Fast Does My Copier Really Need To Be?

Here’s the link.

Step 2 is deciding whether you want a copier that prints and copies in color or just in black.

Buying a color copier if you don’t truly need one can be a real drain on your budget.

So before you pull the trigger on a new color copier click the link below and read my post titled, Color Copier, Do You Really Need One?.

Step 3 is deciding what additional accessories you want for your new copier.

There are many options but the main ones are as follows.

1) Does the copier need to be able to fax? This ones easy.

2) How much paper do you need the copier to hold? Based on the amount of printing and copying your office does you may want to add additional paper drawers. Additional copier paper drawers keep users from having to stop frequently to add paper to the copier.

3) What type of copier finishing options do you want to add? Finishing options include things like sorting trays, stapling, folding and booklet making.

In Step 4 you’ll decide whether you are going to lease or purchase the copier.

A large majority of businesses and professional practices lease their copiers. There are many solid business reasons to lease your copiers but sometimes it make sense to purchase your copier outright if you have the means to do so.

For a more in depth study of this question check out my blog post below  titled, Copier Lease vs Buy: How to Decide if You Should or Lease a Copier for Your  Business.

In Step 5 should you choose to lease your new copier, is to choose a lease  type and term of the copier lease.

By lease type I mean whether you are going to do a fair market value copier lease or a dollar buyout copier lease.

For more check out the link below which will take you to my post which explains the 3 types of copier leases.

By lease term I mean the length of the lease. 12, 24, 36, 48, 60 month copier leases are all readily available in today’s highly competitive market.

Obviously the longer the copier lease term the lower your payment will be. The downside is that you will pay more interest and fees on the longer lease.

My recommendation on copier lease length is to go with a 36 month lease for 2 reasons.

1) Technology changes rapidly and new technologies can save your company time and money.

One example of this is toner efficiency. Every year copiers become more and more efficient in their toner use. This is good for you because if you use less toner, you have to buy less toner.  This should lower the cost of your service plan thus saving you money.

This is just one of many examples of how new copier technologies can save your company or professional practice money.

2) The second reason is simple wear and tear.

As copiers get older and get more and more use they will go down more often. Copiers are machines and machines wear down and break down.

One mistake many companies make is taking a 5 year lease on a machine that just barely fits their needs today in terms of speed and maximum total monthly usage.

When these companies begin to grow they naturally make more copies and prints. Now they may have a machine that no longer fits their needs but has 2 years left on the lease.

In addition to having a copier that no longer fits their needs they may also have a copier that is breaking down often because it wasn’t designed to handle  the volumes it’s doing. These frequent breakdowns will result in the copier company raising the service rate to offset their increased costs.

Of course you can upgrade to a new copier but you WILL pay part or all of the money left on your existing lease no matter what the salesperson tells you. No copier company is going to eat 2 years of a lease in order to sell you a new copier.

Any company doing that would be out of business very quickly. It’s just too much money to absorb.

The dirty little secret of the copier industry (much like the car industry) is that they are simply adding the existing lease buyout amount into the new copier lease.

The bottom line is if you’re going to do a 5 year copier lease be sure you’re thinking ahead about how your company may grow. Even if you don’t forecast growth over the next 3-5 years I would recommend buying a faster copier that can handle larger monthly volumes than you think you now need.

It will save you a lot of headaches down the road and it only costs a small amount more per month.

I hope this was helpful. Feel free to contact me with your questions by email or by filling out the form below.

If your located in the Baltimore, Maryland, Washington, DC, or Northern Virginia area feel free to call me for a no obligation quote. I will give you a solid quote with no sales games or pressure. I can be reached at or 443-570-0414.