Selecting office equipment is not quite as simple as it used to be. It is not as straightforward as a printer prints, and a copier makes copies. While today’s devices certainly boast excellent benefits, they also require you to examine your needs before making an acquisition.

Here are the top three criteria to examine when you are looking to buy or lease office equipment:

  1. Number of Employees. In this case, size does matter to an extent. Regardless of whether you have 5 or 500 employees, it is essential to factor in how many people will be using the office equipment and how often.

For a small business or start-up, a multifunction printer that produces about 25-30 pages per minute usually does the trick. However, if you are small-to-medium, and have more than ten employees, you might require a higher capacity printer with a faster turn-around time. Multiple departments or locations? No worries, we got that covered too. A large-scale multifunction printer with security, authentication, and various other functions will fit the bill. What it really comes down to is assessing your needs, based on employee usage and other factors, and using the multifunction device that matches your needs and budget.

  1. Usage and Document Types Don’t confuse the number of employees and usage — they are not the same. You could be a small print shop that needs a production printer to keep up with demand or a larger firm that relies on digital files and rarely prints. The type of documents you print and the frequency of print will greatly influence which printer you select for your office. If you are only printing or copying docs for internal use, you can compromise a bit on quality, but if you are printing presentations or for an external audience, you need a high-quality printer that can produce top-notch results. And, remember that amount of documents you print is just as significant as the type of documents you create.

  2. Monthly Volume Now that you have thought about usage, documents types, and the number of employees who will be using a particular piece of office equipment, you need to assess how much you will print every month. A print study is one way to determine your current monthly usage and which employees have the highest volume. That data can help you predict future performance. Be sure to factor in projected growth so that your print devices can support your evolving needs and growth and last for many years.

Are you interested in conducting a monthly print study? Contact us today for help.