While technological advances have made many companies worldwide more sustainable, many offices still rely on printed documents to handle daily operations. Instead of trusting the job to third-party companies, they handle high volumes of printed material in-house by acquiring their own copier or leasing one to optimize their employee’s workflow. Copiers are large pieces of technical machinery designed to print a large number of copies in short periods of time. This office equipment requires regular maintenance to keep up with the high demand and level of performance. This makes a reliable copier service one of the most important partners of an efficient workplace. Here are some elements to consider if you’re looking for a copier service to trust with your office equipment.

Copier Service Response Time

If you schedule maintenance of your office copier regularly, you can pre-arrange appointments in advance and let your employees know when the copier will be unavailable. But while many copier service companies can provide regular checks efficiently, unexpected malfunctions put a copier service to the test.

If your office’s copier breaks down unexpectedly, many operations will come to a complete halt until a professional solves the problem. Here are some elements that are the hallmarks of a reliable service company.

Point of Contact

Contacting a service company when your copier malfunctions shouldn’t be a problem or complicated task. Make sure the company you trust with your equipment’s repair and maintenance has a direct line you can call when a problem arises. Many companies have an emergency line and, on occasion, an online chat where you can ask for immediate assistance.

Remote Service

Many issues with your office copier may require a technician’s visit to assess the problem and propose possible solutions. Other issues, however, can be solved remotely over the phone if you have a tech expect in your company with some knowledge of copiers. Remote troubleshooting is an excellent alternative to solve minor issues effectively and quickly, reducing the downtime of your equipment to the minimum.

Response Time

The response time of a copier service is one of the main elements you need to consider when choosing a reliable company. When you contact a company to inform them your copier has stopped working, the person on the phone will ask a few questions to assess the problem and determine if it can be fixed remotely.

If that’s not the case, they’ll have to schedule an emergency visit to diagnose and solve the issue as soon as possible. The average response time for a good copier service is 4 hours from the initial inquiry to the technician’s on-site visit.

Turn-Time of Replacement Parts

In offices where copiers are a fundamental part of daily operations, it’s common practice for them to keep toner and replacement parts with the rest of their office supplies. That way, the downtime of a malfunctioning copier can be significantly reduced because the business can install it themselves.

However, some repairs and replacements are too complicated to be performed by office workers. When you hire a copier service, find out if the technicians carry replacement parts with them in their vehicles. If the service providers don’t and have to return to headquarters for a part they need, you’ll obviously have to wait longer to have your equipment up and running.

Pricing

When hiring a copier service company, your budget is a huge part of the negotiation process. Before entering a contract with the service company, ensure which services are included and avoid unnecessary expenses. The cost of your copier service contract will depend on two essential factors.

• The cost of a copier service will be lower if you have a brand-new copier. Old copiers require more maintenance and are more likely to need replacement parts.
• Copier capacity. Before determining the cost of your copier service, the company will diagnose the copier’s usage. The higher the printer capacity, the more expensive your contract will be.

While fundamental, age and copier capacity aren’t the only factors that determine the cost of your copier service. It will also depend on the services included. Here are some of the most important ones.

Remote Assistance

Some companies offer remote assistance via email, phone, and even, on occasion, online chat. These technical support channels can be used to make general inquiries, ask for possible troubleshooting, solve minor issues, and order supplies.

Offsite Monitoring

Copier service companies offer to collect data remotely from your printer to monitor its functioning. This allows technicians to detect problems before they cause the copier to shut down. This will save you valuable time and prevent malfunctions that may cause significant damage to your machine. With offsite monitoring, technicians can also monitor your cartridge levels and provide the corresponding supply before it runs out.

Supplies

If you want to ensure you never run out of toner or paper, you can add cartridges to your copier service contract. In addition to toners, you can also purchase copier add-ons such as finishers, but they won’t be included in the contract cost.

Look for Experienced Technicians

While copier technicians receive training to stay up-to-date with the latest equipment, not all are as knowledgeable or dedicated. Before hiring a company, talk to the technicians and ask about potentially complicated problems with your copier. Evaluate how the technician assesses the situation and what possible solutions they can come up with.

Downtime Limits

When an office copier machine shuts down, it can affect the company’s productivity. As you’re looking for a copier service company, check if they have a guaranteed downtime limit. In this case, the technician will diagnose the problem with your copier and give you an estimated repair time. If the downtime goes beyond what the technician estimated, many companies replace your copier with another piece of equipment temporarily and swap it back with your original copier once yours is fixed.

Choose a Trustworthy Copier Service Company

Having a reliable company at hand to maintain and fix your office equipment is the best alternative for keeping your office’s productivity levels. Many companies worldwide still depend on printed documents to create physical backups, contracts, and business proposals.

When choosing a copier service, ensure you select a reliable company that will provide prompt and effective technical support. You’ll greatly benefit from hiring a copier service that offers offsite monitoring and remote technical support.

Get in touch with a reliable copier service to determine if they can address your specific copier needs. If you’re in the Mill Creek area, don’t hesitate to contact Copiers Etcetera for top-notch copier service.