If you run a small business, there are so many little factors to account for on an almost daily basis. Naturally, you’ll likely always be looking for ways to simplify and optimize as much as possible. Utilizing a small business copier has become one of the devices that makes this possible. Let’s learn how.
The Hero of the Office
A small business copier doesn’t merely copy, despite its name. It can also scan, fax, print from any device, and send emails. It can do several actions at once with no break. Here is a closer look at its power.
Jack of All Trades
Have you ever had to rush to print presentation slides before a big meeting or were buried under a mountain of receipts come expense report time? A small business copier is one way to avoid such situations forever. Rather than just producing duplicates of the same document, these machines can be the ultimate multi-taskers, capable of printing, scanning, faxing, and emailing.
Let’s say you’re about to go into a meeting and realize that you must print an agenda. With a small business copier, a few taps on a smartphone can produce the copy in no time. Or, you can stack up all the receipts, press “Scan,” and watch them get digitized and emailed straight to your inbox. It all serves to make your workday smoother and more productive.
Money Saver
Paying for a small business copier might seem like a big ask upfront. However, these tools keep on giving. With them, there’s no need for the seemingly small but cumulatively substantial costs of going to a print store. You can also forget about emergency ink runs when you run out of cartridges right before a deadline. Modern copiers notify you when it’s running low and may even place the order for you.
A copier that can do everything is a major money saver, not just on the cost of printing and copying, but also on time and energy. After all, having to outsource printing, or having to use multiple devices for each job type is a considerable time sink. Furthermore, many of these copiers have economical (and eco-friendly) features like double-sided printing and energy-saving modes, which means that you’re saving on paper and electricity costs, too. Before you know it, that initial investment starts to look like a drop in the bucket compared to the savings and efficiency you gain.
Picking the Perfect Small Business Copier
You need a small business copier that fits just right: not too bulky but with all the features necessary for an office to work its best.
Know What You Need
Before buying a new small business copier, take a moment to think about what you really need. To get an idea of what copier would be just right and what might not cut it (or would be too much), consider the following: How much do you print on a daily basis? Is color a must-have, or is black and white just enough to get the message across?
Once you answer the basic questions, the technical side comes to the forefront. Many copiers now have many extra bells and whistles, which are often handy but might not be worth the additional cost for some. For example, cloud connectivity is a popular extra feature. It lets you send documents to the copier from anywhere, even from a phone while outside the office. Decide which features will make office work easier, which are nice but not vital, and which might be unnecessary.
Think About the Future
A small business copier shouldn’t merely meet today’s needs. Since businesses aren’t static, the technology they employ cannot be static, either. You need equipment that can keep up with the growth.
A more basic copier may be just enough, but if the business grows considerably, perhaps doubling, the need for printing might double, too. Perhaps you might also want to try something you haven’t done before, like launching a marketing campaign with colorful brochures. A copier that can scale with the business means you won’t be back at square one in a couple of years. Look for copiers that offer easy upgrades, extra features, or scalable plans. That way, a small business copier will become an investment in the business’s future.
Tech That Grows With You
Gone are the days when a copier was just a copier. A small business copier now is more like a smart assistant, a machine that knows when it’s running low on toner and orders it before you even notice you’re about to run out. No more frantic last-minute runs to the office supply store or digging through closets for that spare cartridge you swear was there.
But it doesn’t stop with toner. These copiers can connect to the cloud, making it a breeze to access and print documents from anywhere, such as from home, a coffee shop, or on the other side of the world.
All of that could pose questions about security. However, with advanced encryption and secure networks, your sensitive information is kept safe from prying eyes, ensuring that what’s private stays private.
Smart Features
Finally, consider the smart features that turn a small business copier into an indispensable part of the office. You can send a print job from your smartphone as you’re ordering your morning coffee, so it’s waiting for you the moment you step into the office. Or how about a copier that detects issues and troubleshoots them, sometimes even before you notice anything’s wrong? All these and more are now possible.
These copiers can streamline your workflow with features like automatic document feeding and customizable touchscreens. For those who love stats, some copiers offer detailed reports on your print habits, helping you understand where you can cut costs and save on resources.
Ready to Upgrade Your Office With a Small Business Copier?
If you’re in San Francisco and your small business is ready to take efficiency and productivity to the next level, Golden Gate Office Solutions is at your fingertips. Choose the latest and greatest small business copier. They’re just a contact away. Check out our website or drop us a line through our contact page. Let’s make your office the most efficient space in the Bay Area.
