Copiers and Laser Printers: Why Your Office Needs Both
Are copiers and printers necessary? A lot of new startups may say no, thinking they are antiquated technology. Moreover, many people may not see the need for paper documents and will strive to maintain a paperless office. But when you launch a business, you quickly determine there is a need for paper documents. This demand necessitates the requirement of having pieces of equipment that can handle the day-to-day work of a busy office, which, more often than not, includes hard copy documents.
Copiers and laser printers are two pieces of office equipment that are integral to improving workflow, efficiency, and productivity in most modern office environments. Copiers, often also referred to as multifunction printers (MFPs), provide numerous outputs, or copies, of the same document. Laser printers, on the other hand, will print data from your office computers at high volumes using toner, as opposed to their inkjet counterparts that rely on ink and are built for smaller jobs. These machines are designed to make device setup easier and faster while also being easy to operate, control, monitor, manage, and maintain.
Launching your own company means you must be prepared to produce high-volume output to ensure a variety of clients are taken care of properly. Having copiers and laser printers on hand is a critical component of adding both professionalism and credibility to businesses of all sizes.
Why does your business need copiers?
Copiers add efficiency and productivity to any modern business. Having a device on hand to produce duplicates of a particular document is beneficial in countless scenarios. Consider your next client meeting. While you may rely on a digital presentation to enhance its visual components, having hard copies of documents, such as budgets, goals, and proposed timelines, will allow your clients to take home the most important aspects of your presentation. These tangible takeaways ensure you are remembered well after you finish, maximizing the effectiveness of your presentation and ROI for the time spent on that particular client. Having a copier in house allows you to produce multiple copies in color or black and white within minutes of the presentation, instead of having to prepare the presentation well in advance and wait for copies at your local print shop (with the hopes of no errors or changes needed between the time of printing and the presentation itself).
Copiers are also essential for in-house activities. During your weekly or monthly meetings, having a copier in house helps to provide agenda outlines to each member of your team. This prepares your employees for the meeting, letting them know the scope of topics to be covered and a timeline of events. Your team will also be prepared to provide input where necessary. The need for internal employees to have access to hard copies of documents goes beyond team meetings. Whether you’re reviewing budgets with your board of directors or getting input from your team about your latest marketing materials, having a copier on hand will maximize your team’s efficiency and productivity.
Why does your business need laser printers?
Despite modern trends toward a paperless office, laser printers are still necessary pieces of office equipment for most businesses. Consider the perspective of your customers. Even if your office data is digitized, you cannot expect your customers to be completely paperless. Small businesses, in particular, may rely on paper more than your company, and it’s not worth losing a customer over lack of printer availability. Providing hard copies of documents, such as invoices, as well as digitized versions can ensure you cater to your customers regardless of their level of tech-savvy.
Additionally, consider the importance of having multiple versions—both hard copy and digitized—of you company’s most important documents. With cloud storage and offsite servers, the bulk of your documents can be digitally stored and protected. But, having print outs of the most critical documents it takes to run your business can ensure that you are backed up if technology happens to fail you.
Finally, printouts can be a boon to productivity and efficiency for teams working toward a goal. Having a physical print out of sales goals, key points of a new initiative you plan to enact, or even an email can help your team feel more attached to a project, enhance brainstorming efforts, and inspire employees to take ownership over problem-solving.
Despite the trend to a paperless office, there is value in having copiers and laser printers on site. They add efficiency and productivity to your team’s workflows while helping to expand the reach of your efforts to various types of customers and prospects.
Once you understand the value of your office having access to both copiers and printers, the next step is to purchase or lease them. But, with all of the office equipment available on the market today, how do you determine which to bring in-house? Here are four qualities to look for in your next office copier or printer.
Four qualities to look for in a copier or laser printer:
- Compatibility. Make sure that your copier and printer work well with your computers and other equipment accessories. Your office equipment should help your business run more efficiently, and ensuring network compatibility with your existing tools is the first place to start. Consider how a non-networked printer may not help your team as a whole while having widely accessible copiers and laser printers will benefit your business.
- Security. In today’s digital world, laser printers and networked copiers are now more vulnerable to attacks than ever. The printers or copiers themselves are not the actual subjects of the attack, but they will be a hacker’s way into your network. Something as simple as changing the password to access your printer upon installation enhances the security of your entire IT infrastructure. However, your office equipment’s security measures should go beyond passwords. Make sure your printer or copier brand of choice values security and provides enhancements to ensure your data security.
- Document handling. How many outputs do you intend to copy or to print? Understanding document handling is essential because as your business grows, there’s a chance that you’ll be catering to large volume printing needs. Part of your immediate investment is heavy-duty equipment from a reputable brand that can handle all paper needs no matter the volume.
- Quick distribution. These days, everything happens at a fast pace, and your copiers and printers should be able to keep up with you and your clients’ demands. From mobile applications that allow you to print on the go to pages produced per minute, make sure your new office equipment aligns with the needs and goals of your company.
When you use an HP office copier or laser printer, you’re using a machine that is powerful, easy to use, and can produce the volume you require for even the most extensive projects. Numerous HP products are available today that are compatible with your existing tools and can easily span across your network. Importantly, security is a key component of all HP products, with the manufacturer tirelessly testing and innovating security solutions to protect your business data. With ample products to choose from, you can ensure any HP laser printer or copier you select for your office will meet your document handling and workflow needs. Moreover, working with a company like Definitive Technology Solutions provides you with easy access to HP service and HP supplies to ensure your devices are working at peak performance.
If you’re in need of high-quality and efficient HP laser printers or copiers, contact us today to talk through your business’s unique needs and budget with one of our professional sales representatives.