Items that affect a majority of budgets are things that go unnoticed. Either because they are small spending habits or your office is unaware of their actual cost. To zero in on expenses that are cutting into your budget, examine your printing environment.

Creating a Print Policy

A print policy is a document that lays out the do’s and don’ts of printing for your office. This might include when to print in color or how to maximize on duplex printing. A print procedure will lay out printing policies for your employees. With a system in place, you can hold your team accountable for adhering to the guidelines, and in turn cutting printing costs. To create your instructions, ask yourself the following questions:

• Who is printing what?: Some departments are dependent on printing documents while others print rarely. Instead of putting a cap on your entire company, assess individual groups and vary their guidelines by need.
• What access limits should exist?: Not every department needs to print in color. By grouping teams based on what type of printing they can access you will cut costs.
• How is maintenance handled?: When you create a print policy, you have the opportunity to put everyone on the same page. Involving your copier dealer can be beneficial as they have experience with the brand you purchased.
• What will your communication strategy be?: Involving your office with updates and security tips is an efficient way to keep service costs on your printer to a minimum.

Implementing New Strategies

Once you have a print policy that you are ready to share, follow through for company-wide understanding. It’s easy to distribute a document that no one reads. Check in with team members to see how the new policies are affecting them both positively and negatively. Your print policy can be a living document that changes as […]

Whether it fits your budget or you’ve decided you want a lease that includes service, you’ve decided to lease a copier over buying. Now that you’ve made the decision to lease, you need to make sure you get the best possible contract. Here is a practical guide to leasing a copier.

Understand What’s Included

Different copier dealers will present leases that vary in what they provide. Your responsibility in choosing who to lease from is to decide what offer is the most cost-effective for your business. The first feature to look at is your cost per copy. You’ll contract for a certain number of pages at a specific price point per page. Your needs are determined by how much you print, and the amount that you need to print in color. Next, you’ll want to look at your service agreement. Does the copier dealer include service in your leasing agreement and is it limited? Does the copier dealer have a backup machine available if they need to remover your printer? These are all items to look for in your contract.

Ask the Right Questions

Once you feel confident that your contract meets your minimum requirements, you can begin to look at price and security details. Here are some questions to ask:

• Are you able to print on alternative paper sizes?: If you frequently use different paper sizes, you don’t want to be stuck with a bill that charges for different sizes.
• Is the cost of shipping supplies to your location included?: This will make a difference in your budget creation.
• What happens to your hard drive after the lease expires?: Ask if they include the destruction of the hard drive or return it to you.

Leasing a copier includes a lot of decisions. If you know what questions to ask and how you want your contract crafted, you […]

Entering a contract can be intimidating but having more knowledge about how it will benefit you can calm your nerves. Copiers and printers are staples of office function and cause a productivity stop when they are broken. If you are entering an equipment lease, these are things to know about copier maintenance contracts.

Why You Need a Maintenance Contract

Equipment, no matter how new or expensive, can fall prey to a malfunction. A maintenance contract and service-level agreement (SLA) are essential for protecting your business. If a device happens to have an issue, any downtime you experience because of it affects your business. Whether it lasts for hours or days, you want to get in touch with a service technician as soon as possible. Then you can return to providing service to your clients who don’t want to experience a delay.

What’s in a Contract?

In a copier maintenance contract and SLA, there should be regular performance check-ups on your equipment. If a service technician is viewing your printer or copier before it malfunctions, then you’re more likely to avoid unnecessary downtime. A technician can assess the status of your equipment and make recommendations to keep it up to date. Plan these strategically such as before when you know you’re going to have a busy month or a big project due.

Copier dealers also suggest maintenance contracts because it will be easier to receive service quickly if you do have a problem occur. It should only take a few hours for someone to come to your office and help you out. Some companies even provide 24/7 remote service.

Working with a Copier Dealer

When you lease or buy from a copier dealer you are entering into a relationship that should be beneficial to you. Choose a copier dealer that is well regarded and employees highly skilled technicians. These choices will […]

Deciding who to buy office equipment from can be a tough decision. Like any other choice for your company, you want to make the decision that best suits your business. When you are choosing an equipment provider, you are making a long-term relationship decision with another company, so knowing who you’re working with is essential. While cost is an obvious consideration in the decision-making process, there are several other aspects to consider when choosing who you’ll buy your office equipment from.

Comparing Copier Dealers

So how can you compare providers to know who is best for your business?

The internet is a great place to start. You can find dealers, reviews, and feedback online from others’ experience with office equipment dealers.

Another consideration is the website that a provider uses to sell their equipment and market their company. While a sleek, modern site might not guarantee incredible quality, it does show if a company cares about their public image. Do they market their business openly or do they seem to be holding something back so that you’ll reach out to them?

Contacting the companies that you are considering working with is the next important step in this process. You’ll want to consider their response time and willingness to work with you. Make sure that they make your business a priority and don’t merely add you to their list of clients.

How is their Service?

Knowing the quality of the brands that a dealer works with is an important part of this process. You’ll also want to know what kind of service and support a company will offer you if you buy from them. Discussing the ordering process is essential to find out, so you can find a provider who makes the ordering process as painless as possible.

You or Them?

When choosing an office equipment provider, you want to find a dealer […]