Surprisingly, an office copier can make or break efficiency in business workflows. However, in order to understand how they can help boost your team’s efficiency, you must first understand what a copier is. When you hear the word copier, odds are, your mind automatically thinks of antiquated devices used simply to make copies. However, copiers is another term for a modern multifunction printer. These machines do far more than just copy. They can print, copy, scan, and fax while boasting modern features that help drive projects forward. These machines can be beneficial for your business simply because you are not buying separate devices for each of these functions. They can also be useful because, when used to their fullest potential, they help to increase the efficiency of your business workflows. Learning more about what this type of machine is and how it can help your business can help you decide if investing in one is ideal for your company. Read on to learn more about how copiers bring efficiency to business workflows and what exactly they can do for your business.
So Much for the Paperless Office
Many businesses are considering making a switch from paper files to digital files. While there are many benefits to going digital, one thing that many companies fail to realize is that most cannot operate strictly with digital files or with a paperless system. In fact, paperless offices are starting to run into some issues, including being unable to share digital files with other providers or companies. Ultimately, there will come a point when you must print out and mail a hardcopy document to a customer or vendor. Companies who thought that they would strictly go paperless are finding that, in reality, they still rely on paper to get the job done.
Your reliance on paper is important to consider because copiers can help your office regardless of whether you are primarily paperless, if you still have all hardcopy files, or if you work with a mix of both digital and paper files. A copier allows you to print out a paper from a digital file, make a copy of it, and fax it over to a business or client who may be unable to see the digital files you have. Your workhorse copier also allows you to send off invoices for companies that use technology that is not compatible with your digital invoices. All in all, technology is not so far advanced that companies can go completely paperless, and a copier ensures you have the technology you need to go paperless as much as possible while still integrating paper where required.
Why Copiers Make Sense for Businesses Today
As a business owner, one of the questions you may have is why a copier makes sense for your business. Why should you invest in a copier instead of buying a variety of products? What are the benefits of investing in this particular piece of office equipment? Learning more about the benefits of a copier can help you to see its value and allow you to realize why it makes sense for your business.
One of the most significant benefits associated with copiers is that they are multi-functional. This one piece of equipment serves many purposes. If you were to buy each of the different machines that this one piece of technology can provide, your costs would add up. You would be required to purchase or lease the devices themselves, pay for corresponding consumables for each machine, and be required to find office space to house each of them. Additionally, it is much more affordable to properly maintain one piece of equipment compared to having to keep up with three or five pieces of equipment, including regular service, maintenance, and repairs. Moreover, you are able to better track your operating expenses and determine a dependable budget with one device rather than multiple machines. Another top benefit of having a multifunctional copier on hand is that your team is only required to learn how to use one device for all of their needs rather than a diverse fleet of machines to accomplish tasks, streamlining processes and boosting efficiency.
Copiers Do More Than Print, Copy, Scan, and Fax
The main functions of a copier include the ability to print, copy, and scan. While each of those functions is important, those are not the only features that you can expect from a copier or multifunction printer. Every manufacturer has different benefits and features that their printers provide, so it is essential to carefully research the device and learn what functions each specific copier has to offer before locking yourself into a purchase or lease. Working with a trusted office equipment vendor can help you match your needs with the perfect device for your budget. For general reference, however, here are some of the additional functions that are most commonly found in multifunction printers these days.
Many copy machines have an auto-duplexing feature. This takes the paper you are printing on, loads it back into the system, and prints on both the front and the back of the page. Ultimately, this can help you save paper, reduce consumable costs, and even allow you to fit a large document into a smaller envelope. Another common feature with copiers is a digital copy option or copy app. You can scan or copy a piece of paper, and the document will show up in your digital files. This can help you keep track of all of the incoming papers that come into your office and allows you to manage your digital files efficiently. Also, consider the size of paper that you need to copy or print on. Many copy machines can print more than 8.5″ by 11″ piece of paper. Determining what sizes your office uses and then finding a machine that fits your needs is key when selecting a copier. Finally, modern copiers are much like your office computers, whereby software can be added to suit your workflows and increase efficiency. Your office equipment vendor can review your industry, workflows, and processes to help identify which software solutions make the most sense for your business.
Copiers bring efficiency to business workflows by completing an extensive array of tasks and reducing the number of pieces of business equipment your company needs to purchase, store, and maintain. While the main functions of copiers are to print, copy, scan, and fax, these machines can do far more than just that. They make a lot of sense for most businesses as well, including those who are trying to go paperless, as it is nearly impossible to be completely paperless these days. If your company is in the market for a business copier, contact Copiers Etcetera today and let us help you find the right one for your business needs.
