{"id":808,"date":"2020-01-10T19:49:30","date_gmt":"2020-01-10T19:49:30","guid":{"rendered":"https:\/\/www.imageoneway.com\/blog\/5-questions-to-ask-when-buying-a-new-office-printer-or-copier"},"modified":"2023-12-19T23:48:51","modified_gmt":"2023-12-19T23:48:51","slug":"5-essential-questions-to-ask-when-buying-an-office-printer-or-copier","status":"publish","type":"post","link":"https:\/\/www.imageoneway.com\/blog\/5-essential-questions-to-ask-when-buying-an-office-printer-or-copier","title":{"rendered":"5 Questions to Ask When Buying a New Office Printer or Copier"},"content":{"rendered":"<p style=\"line-height: 1.5;\"><span style=\"color: #666666;\">In the grand scheme of business decisions, the purchase of a new printer or copier for the office might feel insignificant. However, it is an often expensive buy with long-term ramifications\u2014both positive and negative\u2014that could follow you and your team members for years to come.<\/span><\/p>\n<p><!--more--><\/p>\n<p style=\"line-height: 1.5;\"><span style=\"color: #666666;\">The average lifespan of a business-level device is about seven years. If chosen correctly, your business can look forward to nearly a decade of enjoying a well-suited, reliable machine. Or, if chosen poorly, get ready for years of constant breakdowns, headaches, and frustrations.<\/span><\/p>\n<p style=\"line-height: 1.5;\"><span style=\"color: #666666;\">So, how do you ensure that your future holds more of the former and less of the latter? It all comes down to asking the right questions and finding the answers before committing to your next printer or copier.<\/span><\/p>\n<h2 style=\"line-height: 1.5; font-size: 30px;\"><span style=\"color: #e69138;\"><strong>1. Will it meet your office\u2019s print needs?<\/strong><\/span><\/h2>\n<p style=\"line-height: 1.5;\"><span style=\"color: #666666;\">Every business is different, and so are their copy and print needs. There\u2019s simply no \u201cone-size-fits-all\u201d device for any company, no matter the industry. That\u2019s why it\u2019s so important to fully understand your <a href=\"\/blog\/3-areas-in-your-printing-process-where-youre-losing-time-and-money\" rel=\" noopener\">organization\u2019s specific print demands<\/a> before committing to a new machine.<\/span><\/p>\n<p style=\"line-height: 1.5;\"><span style=\"color: #666666;\">First, we highly recommend that your team conduct a thorough analysis of your company\u2019s current print environment. This process will highlight your current needs, wishes, pain points, etc.\u00a0<\/span><\/p>\n<p style=\"line-height: 1.5;\"><span style=\"color: #666666;\">Some critical items worth analyzing include:<\/span><\/p>\n<ul style=\"line-height: 1.5;\">\n<li><span style=\"color: #666666;\">The number of pages your company prints per month<\/span><\/li>\n<li><span style=\"color: #666666;\">The number of employees currently using each device<\/span><\/li>\n<li><span style=\"color: #666666;\">How much you pay on print costs per year<\/span><\/li>\n<li><span style=\"color: #666666;\">The ratio of printers to copiers to multi-function devices<\/span><\/li>\n<li><span style=\"color: #666666;\">How often do you print in color vs. mono<\/span><\/li>\n<li><span style=\"color: #666666;\">Your current printer security measures<\/span><\/li>\n<\/ul>\n<p style=\"line-height: 1.5;\"><span style=\"color: #666666;\">It is possible to conduct a print analysis in-house. However, the easiest way to analyze your print environment is to partner with a print management provider. These experts will conduct an assessment that both records your office\u2019s current printer and copier situation. Then, they will offer recommendations on how to make it more efficient\u2014and more affordable\u2014than ever.<\/span><\/p>\n<p style=\"line-height: 1.5;\"><a href=\"https:\/\/www.www.imageoneway.com\/download-the-6-mistakes-businesses-make-with-their-printers\" rel=\"noopener\"><span style=\"color: #666666;\"><img decoding=\"async\" style=\"width: 436px; margin-left: auto; margin-right: auto; display: block;\" src=\"https:\/\/f.hubspotusercontent00.net\/hubfs\/1983701\/Images\/mistakes%20with%20printers.png\" alt=\"mistakes with printers\" width=\"436\" \/><\/span><\/a><\/p>\n<h2 style=\"line-height: 1.5; font-size: 30px;\"><span style=\"color: #e69138;\"><strong>2. How secure is the new device?<\/strong><\/span><\/h2>\n<p style=\"line-height: 1.5;\"><span style=\"color: #666666;\">Just like your PC or laptop,<\/span> <a href=\"\/blog\/printers-pose-security-risks?_ga=2.181168295.1044995026.1578680372-254022382.1578680372\" target=\"_blank\" rel=\"noopener\"><span style=\"color: #e69138;\">office printers and copiers are vulnerable to cybersecurity<\/span><\/a> <span style=\"color: #666666;\">attacks, which could devastate your company. Some say printers are <i>more<\/i> vulnerable since people often underestimate how easy it is for hackers to gain access to your network through them.<\/span><\/p>\n<p style=\"line-height: 1.5;\"><span style=\"color: #666666;\">Therefore, you must choose a printer that\u2019s on the cutting edge of secure technology. Though many manufacturers offer built-in security measures, none currently do it better than<\/span> <span style=\"color: #e69138;\"><a style=\"color: #e69138;\" href=\"\/blog\/the-most-secure-print-devices-in-the-world?_ga=2.181168295.1044995026.1578680372-254022382.1578680372\" target=\"_blank\" rel=\"noopener\">HP<\/a>.<\/span> <span style=\"color: #666666;\">Out-of-the-box, all Enterprise-level HP printers arrive with four software solutions such as HP SureStart and<\/span> <span style=\"color: #e69138;\"><a style=\"color: #e69138;\" href=\"https:\/\/support.hp.com\/us-en\/document\/c04920057\" target=\"_blank\" rel=\"noopener\">Whitelisting<\/a>.\u00a0<\/span><\/p>\n<p style=\"line-height: 1.5;\"><span style=\"color: #666666;\">Still, whether you go with HP or another brand, ask for an in-depth look into how your new printer will protect your company\u2019s precious data, and if you should consider additional protections as well.<\/span><\/p>\n<h2 style=\"line-height: 1.5; font-size: 30px;\"><span style=\"color: #e69138;\"><strong>3. Which extra functions do I consider?<\/strong><\/span><\/h2>\n<p style=\"line-height: 1.5;\"><span style=\"color: #666666;\">The decisions aren\u2019t over once you\u2019ve narrowed down the best printer or copier for the office. There\u2019s still the process of choosing which accessories, add-ons, and other optional functions could benefit your business.<\/span><\/p>\n<p style=\"line-height: 1.5;\"><span style=\"color: #666666;\">The most popular of these options include:<\/span><\/p>\n<ul style=\"line-height: 1.5;\">\n<li><span style=\"color: #666666;\">Duplexing, or double-sided printing<\/span><\/li>\n<li><span style=\"color: #666666;\">Wifi capabilities<\/span><\/li>\n<li><span style=\"color: #666666;\">Paper drawers<\/span><\/li>\n<li><span style=\"color: #666666;\">Fax cards<\/span><\/li>\n<li><span style=\"color: #666666;\">Hole punching<\/span><\/li>\n<li><span style=\"color: #666666;\">Stapling<\/span><\/li>\n<li><span style=\"color: #666666;\">Touchpads<\/span><\/li>\n<li><span style=\"color: #666666;\">Password or keycard access\u00a0<\/span><\/li>\n<\/ul>\n<p style=\"line-height: 1.5;\"><span style=\"color: #666666;\">Each option will likely mean a higher price tag. However, once you consider factors like saved time, added convenience, or extra security, those costs can quickly pay off.<\/span><\/p>\n<h2 style=\"line-height: 1.5; font-size: 30px;\"><strong><span style=\"color: #e69138;\">4. Should I buy or lease a new device?<\/span><br \/>\n<\/strong><\/h2>\n<p style=\"line-height: 1.5;\"><span style=\"color: #666666;\">You have two options when it comes time to bring a new device into the office\u2014purchase it upfront or lease it out. Both will have their pros and cons.<\/span><\/p>\n<p style=\"line-height: 1.5;\"><span style=\"color: #666666;\">The most significant difference comes down to how you\u2019ll pay for the printer or copier. If you choose to purchase the machine upfront, you\u2019ll pay for it all at once. For expensive machines or smaller companies, this could be a massive expense.<\/span><\/p>\n<p style=\"line-height: 1.5;\"><span style=\"color: #666666;\">With a lease, you\u2019ll pay for the device monthly for the duration of a predetermined contract. Once the contract is up, you\u2019ll often have the option to buy it out or refresh it with a new machine. However, a small amount of interest is included in that monthly payment. So, over the long-term, you will end up paying more to lease a printer for your office.<\/span><\/p>\n<p style=\"line-height: 1.5;\"><span style=\"color: #666666;\">This is just one difference between leasing and buying a printer or copier. For more information,<\/span> <span style=\"color: #e69138;\"><a style=\"color: #e69138;\" href=\"\/blog\/buy-or-lease?_ga=2.216507926.1044995026.1578680372-254022382.1578680372\" target=\"_blank\" rel=\"noopener\">check out this recent article<\/a>.<\/span><\/p>\n<h2 style=\"line-height: 1.5; font-size: 30px;\"><span style=\"color: #e69138;\"><strong>4. What is the MPS pricing structure?<\/strong><\/span><\/h2>\n<p style=\"line-height: 1.5;\"><span style=\"color: #666666;\">If your company decides to work with a managed print service (MPS), clarify precisely how their pricing and invoicing works before signing any contract.\u00a0<\/span><\/p>\n<p style=\"line-height: 1.5;\"><span style=\"color: #666666;\">Since pricing models between vendors can differ significantly, it\u2019s essential to ask the provider for in-depth information about how everything breaks down.\u00a0<\/span><\/p>\n<p style=\"line-height: 1.5;\"><span style=\"color: #666666;\">Some great questions to ask include:\u00a0<\/span><\/p>\n<ul style=\"line-height: 1.5;\">\n<li><span style=\"color: #666666;\">Do you use a <a href=\"\/blog\/if-youre-wondering-how-to-secure-print-heres-where-you-should-start-0\" rel=\" noopener\">cost-per-page (CPP)<\/a> system? If so, how does it work?<\/span><\/li>\n<li><span style=\"color: #666666;\">Will my monthly rate include unlimited services, repairs, etc.?<\/span><\/li>\n<li><span style=\"color: #666666;\">Which managed print services are considered add-ons?<\/span><\/li>\n<li><span style=\"color: #666666;\">Can my contract be adjusted in the future?<\/span><\/li>\n<li><span style=\"color: #666666;\">How many service calls are covered each month?<\/span><\/li>\n<\/ul>\n<p style=\"line-height: 1.5;\"><span style=\"color: #666666;\">Armed with ample information, you\u2019ll avoid getting stuck with any surprise fees once the invoice arrives on your desk.\u00a0<\/span><\/p>\n<p style=\"line-height: 1.5;\"><span style=\"color: #666666;\">These questions are just a jumping-off point when it comes to finding your ideal office printer or copier. After all, it is a big decision, and any excellent managed print service should be happy to answer them all. Nothing should be more important to a managed print service than client satisfaction.<\/span><\/p>\n<p style=\"line-height: 1.5;\"><span style=\"color: #666666;\">Have more questions? Looking for answers? Feel ready to find the right printer or copier for your business? We\u2019d love to partner with you! Contact imageOne to set up a<\/span><span style=\"color: #e69138;\"> <a style=\"color: #e69138;\" href=\"\/schedule-a-call?_ga=2.216507926.1044995026.1578680372-254022382.1578680372\" target=\"_blank\" rel=\"noopener\">15-minute, complimentary Discovery Call<\/a>,<\/span> <span style=\"color: #666666;\">and we\u2019ll find you the right device at the right price.<\/span><\/p>\n<p><a href=\"https:\/\/www.www.imageoneway.com\/5-point-printer-security-checklist\" target=\"_blank\" rel=\"noopener\"><img decoding=\"async\" style=\"width: 600px; display: block; margin: 0px auto;\" src=\"https:\/\/cdn2.hubspot.net\/hubfs\/1983701\/Security%20Checklist%20Graphic-01.png\" alt=\"Security Checklist Graphic-01\" width=\"600\" \/><\/a><\/p>\n<p><span style=\"font-size: 15px; font-family: arial, helvetica, sans-serif;\"><!--END COPY CODE--><\/span><\/p>\n","protected":false},"excerpt":{"rendered":"<p>In the grand scheme of business decisions, the purchase of a new printer or copier for the office might feel insignificant. However, it is an often expensive buy with long-term ramifications\u2014both positive and negative\u2014that could follow you and your team members for years to come.<\/p>\n","protected":false},"author":4,"featured_media":809,"comment_status":"open","ping_status":"open","sticky":false,"template":"","format":"standard","meta":{"content-type":"","footnotes":""},"categories":[1],"tags":[44,33,39,23,43],"yoast_head":"<!-- This site is optimized with the Yoast SEO plugin v22.3 - https:\/\/yoast.com\/wordpress\/plugins\/seo\/ -->\n<title>5 Questions to Ask When Buying a New Office Printer or Copier - imageOne<\/title>\n<meta name=\"robots\" content=\"index, follow, max-snippet:-1, max-image-preview:large, max-video-preview:-1\" \/>\n<link rel=\"canonical\" href=\"https:\/\/www.imageoneway.com\/blog\/5-essential-questions-to-ask-when-buying-an-office-printer-or-copier\" \/>\n<meta property=\"og:locale\" content=\"en_US\" \/>\n<meta property=\"og:type\" content=\"article\" \/>\n<meta property=\"og:title\" content=\"5 Questions to Ask When Buying a New Office Printer or Copier - imageOne\" \/>\n<meta property=\"og:description\" content=\"In the grand scheme of business decisions, the purchase of a new printer or copier for the office might feel insignificant. However, it is an often expensive buy with long-term ramifications\u2014both positive and negative\u2014that could follow you and your team members for years to come.\" \/>\n<meta property=\"og:url\" content=\"https:\/\/www.imageoneway.com\/blog\/5-essential-questions-to-ask-when-buying-an-office-printer-or-copier\" \/>\n<meta property=\"og:site_name\" content=\"imageOne\" \/>\n<meta property=\"article:publisher\" content=\"https:\/\/www.facebook.com\/theimageoneway\/\" \/>\n<meta property=\"article:published_time\" content=\"2020-01-10T19:49:30+00:00\" \/>\n<meta property=\"article:modified_time\" content=\"2023-12-19T23:48:51+00:00\" \/>\n<meta property=\"og:image\" content=\"https:\/\/www.imageoneway.com\/wp-content\/uploads\/iStock-859462376-scaled.jpg\" \/>\n\t<meta property=\"og:image:width\" content=\"2560\" \/>\n\t<meta property=\"og:image:height\" content=\"1696\" \/>\n\t<meta property=\"og:image:type\" content=\"image\/jpeg\" \/>\n<meta name=\"author\" content=\"Brad Foster\" \/>\n<meta name=\"twitter:card\" content=\"summary_large_image\" \/>\n<meta name=\"twitter:creator\" content=\"@ImageOneWay\" \/>\n<meta name=\"twitter:site\" content=\"@ImageOneWay\" \/>\n<meta name=\"twitter:label1\" content=\"Written by\" \/>\n\t<meta name=\"twitter:data1\" content=\"Brad Foster\" \/>\n\t<meta name=\"twitter:label2\" content=\"Est. reading time\" \/>\n\t<meta name=\"twitter:data2\" content=\"5 minutes\" \/>\n<script type=\"application\/ld+json\" class=\"yoast-schema-graph\">{\"@context\":\"https:\/\/schema.org\",\"@graph\":[{\"@type\":\"Article\",\"@id\":\"https:\/\/www.imageoneway.com\/blog\/5-essential-questions-to-ask-when-buying-an-office-printer-or-copier#article\",\"isPartOf\":{\"@id\":\"https:\/\/www.imageoneway.com\/blog\/5-essential-questions-to-ask-when-buying-an-office-printer-or-copier\"},\"author\":{\"name\":\"Brad Foster\",\"@id\":\"https:\/\/www.imageoneway.com\/#\/schema\/person\/aaaa9d3b81dc212764a04f39a2e9cd34\"},\"headline\":\"5 Questions to Ask When Buying a New Office Printer or Copier\",\"datePublished\":\"2020-01-10T19:49:30+00:00\",\"dateModified\":\"2023-12-19T23:48:51+00:00\",\"mainEntityOfPage\":{\"@id\":\"https:\/\/www.imageoneway.com\/blog\/5-essential-questions-to-ask-when-buying-an-office-printer-or-copier\"},\"wordCount\":957,\"commentCount\":0,\"publisher\":{\"@id\":\"https:\/\/www.imageoneway.com\/#organization\"},\"image\":{\"@id\":\"https:\/\/www.imageoneway.com\/blog\/5-essential-questions-to-ask-when-buying-an-office-printer-or-copier#primaryimage\"},\"thumbnailUrl\":\"https:\/\/www.imageoneway.com\/wp-content\/uploads\/iStock-859462376-scaled.jpg\",\"keywords\":[\"imageOne\",\"IT Strategy\",\"Managed Print\",\"Managed Print Services\",\"Office Printer\"],\"inLanguage\":\"en-US\",\"potentialAction\":[{\"@type\":\"CommentAction\",\"name\":\"Comment\",\"target\":[\"https:\/\/www.imageoneway.com\/blog\/5-essential-questions-to-ask-when-buying-an-office-printer-or-copier#respond\"]}]},{\"@type\":\"WebPage\",\"@id\":\"https:\/\/www.imageoneway.com\/blog\/5-essential-questions-to-ask-when-buying-an-office-printer-or-copier\",\"url\":\"https:\/\/www.imageoneway.com\/blog\/5-essential-questions-to-ask-when-buying-an-office-printer-or-copier\",\"name\":\"5 Questions to Ask When Buying a New Office Printer or Copier - 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