How to Choose Your First Business Copier

# How to Choose Your First Business Copier Selecting your first business copier can be overwhelming with hundreds of models and features to consider. This guide breaks down the process into manageable steps. ## Step 1: Assess Your Needs ### Volume Requirements - **Small Office (1-5 users)**: 500-2,000 pages/month - **Medium Office (5-20 users)**: 2,000-10,000 pages/month - **Large Office (20+ users)**: 10,000+ pages/month ### Color vs. Black & White - If 90%+ of printing is text documents, consider black & white only - Color is essential for marketing materials, presentations, and client-facing documents - Color costs 5-10x more per page than black & white ## Step 2: Essential Features ### Must-Have Features - **Print**: All copiers print - **Copy**: All copiers copy - **Scan**: Nearly universal, essential for digital workflows - **Duplex**: Automatic two-sided printing saves 50% on paper ### Nice-to-Have Features - Fax capability (declining need) - Finishing options (stapling, hole punching) - Large paper capacity - Multiple paper trays ## Step 3: Speed Considerations Print speed affects productivity and user frustration: - **20-30 PPM**: Adequate for light use - **30-50 PPM**: Good for most businesses - **50+ PPM**: High-volume environments ## Step 4: Budget Planning ### Purchase Costs - Entry-level B&W: $1,500-$3,000 - Mid-range Color: $5,000-$15,000 - High-end Production: $30,000+ ### Operating Costs - Cost per page: $0.01-$0.15 - Maintenance: $50-$500/month - Supplies: $100-$1,000/month ## Step 5: Vendor Selection ### What to Look For - Local service availability - Response time guarantees - Training and support - Supply availability - Contract terms ## Common Mistakes to Avoid 1. **Underestimating volume**: Size for 20% above current needs 2. **Ignoring total cost**: Focus on TCO, not just purchase price 3. **Overlooking service**: Service quality matters more than equipment 4. **Skipping training**: Proper training prevents problems 5. **Not testing**: Demo units before committing ## Next Steps Use our comparison tool to evaluate models based on your requirements, or request a consultation for personalized recommendations.