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Factors to Consider When Choosing the Right Office Copier

A new office copier machine is definitely a huge investment to make. With such a big decision, getting things right from the beginning is very important, and therefore the purchase or lease should be approached soberly. A lot of factors come into play when buying a copier, and looking at different office copier reviews could go a long way in helping you get the right machine for your office or workgroup environment.

Before deciding on a dealer, it is important to consider a number of factors based on your specific needs. This way, you will be able to narrow down your options and arrive at a (hopefully) hassle-free office copier. Reading office copier reviews can help, but be sure to do so with the right mindset. To help you along, below are some basic factors you should consider when buying a business-class copy machine or multifunction printer:

Do You Want a Stand-Alone Copier or a Multifunction Device (MFD)?

As you look at and shop the market for products, it may not take long for the sheer number  of copier machines to cause confusion. Though very rare, you can still find stand-alone copy machines, but the vast majority of products are truly all-in-one or multifunction devices or printers that use digital technology to handle a variety of tasks. The question you should ask is whether you need the advanced functionality provided by these all-in-one products before spending more money on your purchase than is necessary. For a commercial copier machine, it makes a lot of sense to consider purchasing a multifunction copier machine since they deliver a host of features and functions well above and beyond the capabilities of an older analogue copier. A multifunction printer (MFP) or all-in-one machine gives you the ability to perform faxing, photocopying, printing and scanning duties—all using a single machine. It also has digital storage, allowing you to collate and make copies of entire documents with full sorting capability (provided you have the right finisher). A stand-alone office copier machine only provides you with a single function–potentially causing you to have to buy a photocopier, fax machine and scanner (as well as all of those related supplies) in order to accomplish everything you may need to do in your office.

Do You Want Color or Black & White?

This might not be a hard decision to make, but you need to consider it, since spending money on color functions you won’t use can be a waste of resources (not to mention space). Some copier machines are designed solely to provide black and white print copies while others are intended to do full-color prints for presentations and marketing materials. Depending on your needs, you should make this decision up front, knowing that color printers are a bit more expensive (both upfront and ongoing) when compared to black & white printers—something that will impact your budget.

Copier and Print Speed

Both residential and business-level copy machines have PPM (page per minute) ratings which you shouldn’t ignore. This stands for the number of pages that office copier machines are capable of copying or printing per minute. While most manufacturers will indicate the device’s PPM, it is important to know that those numbers are often based on particular events and page coverage. Business copier reviews often tell you a little bit about what actual users are saying about any particular model. If you are using your machine for business, then you should consider a machine that has a high copying capacity within your budget. This might mean looking for one that is capable of doing 50 or 60 copies per minute or more if you want to have less products per user in your workgroup. In case you don’t require high volume or high speed printing and copying, considering desktop office copier machines or MFPs with a lower capacity will be prudent and possibly more efficient and cheaper.

Other factors you should consider when reading office copier reviews and determining what commercial copy machine to purchase include having plenty of paper capacity and the network integration and features you need (wireless printing, scan to email, etc.). These features helps in resource sharing within the office as well and maximizing both functionality speed. Taking all of these factors into account before you pull the trigger on a printer or copier will ensure that you get the best product (or obtain the best lease) and stay productive.

About CopierGuide

CopierGuide provides helpful information for business consumers looking to compare printers, copiers, and scanners. We also post articles that will help you understand document imaging systems, navigate leases, and have more success using these products in your business.


  1. I know that speed is definitely a factor when it comes to choosing a copier. I want to make sure that everyone can print quickly and then get back to work. I think that the option to print in color is another thing I would like. I don’t want any images to not turn out correctly because we don’t have color. http://www.abcoe.com

  2. You make a really good point about choosing a copier that has a faster print speed. When your company relies heavily on the use of copies, I can definitely see how a slower copier could reduce efficiency in the office. You don’t want to have people waiting in a line just to print copies when they could be doing something more valuable with their time.

  3. I’ve never been the best with technology, especially scanners. I like the direction the modern ones are taking. They seem to be much easier to use. I’m needing to buy a new copier, mine is much too old.

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