In the market for a copier...? Confused by all the options...? Don’t worry, you’re not alone. Selecting and purchasing office equipment can oftentimes seem like a daunting task.

In fact, a recent study suggests 63% of SMB owners and executives frequently feel overwhelmed with the number of technologies available to run their business.

That's why we have created an easy, step-by-step guide to buying your next copier. Stratix Systems Buyer’s Guide to Multifunction Products is designed to help you ask the right questions and learn everything you need to know about acquiring a business-class MFP, including:

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 Step #1 - Assessing Your Requirements:

• Understanding Monthly Volumes. The first step is to have a relatively accurate idea of your organization’s typical volume—the total number of pages your device prints and copies over the course of an average month.
• Do you Require Color...? Color printing is more affordable than ever—offering greater options, lower cost-per-click pricing, faster speeds, and superior image quality.
• What Features are Required...? You should consider if additional features will be needed, such as: handling different paper sizes, managing jobs, wireless connectivity, finishing capabilities, security, and more.
• User and Department Concerns. Users and departments have their own specific set of concerns when it comes to office technology. The key is to find an MFP with the right mix of capabilities.
• The Right Device and Product Mix. Blending machine-types based on the needs of particular departments or user groups might prove to be better options to handle specific requirements.
• Get a Free Assessment. A dealership should offer to conduct a free print assessment, in which they monitor your device usage and make recommendations with the results in mind.

Step #2 - Choosing a Copier and Vendor:

• Creating a Purchasing Formula. There are a number of variables, but weighting each factor based on its importance to your organization (e.g. 25% cost; 20% features; 15% review; etc.) will help your zero-in on your ideal equipment.
• Industry Reports, Review, and Awards. Independent test can report on nearly every detail of a particular machine, including its strengths and weaknesses as well as the essential differences between comparable equipment.
• Schedule a Demo or Trial. A demo or trial is probably the best indicator of how well a piece of equipment will operate as well as how the respective dealer will perform with you as a client.
• One-Up, One-Down Approach. Prior to making a final decision, consider the models that are immediately above and below your ideal choice—with PPM speed being the main difference.

 Step #3 - Negotiating and Due Diligence:

• RFPs and Vendor Bids. An RFP allows an organization to spell out its exact needs (e.g. pricing, maintenance, SLA, etc.), and ultimately increases the likelihood of a successful client-vendor relationship.
• Selecting a Vendor. When selecting a dealer, carefully research the manufacturer(s) they are partnered with, their specific SLAs, and their reputation among other businesses and organizations.
• Service Level Agreements. Your service agreement should stipulate exactly what the vendor will provide, such as: on-site response times, remote monitoring, minimum uptime guaranty, and other terms and conditions.
• Prior-Year Models and Demo Copiers. Although not technically the most current, the previous year’s models are still considered brand-new and oftentimes deliver all the desired features—usually at a lower price.
• Checking References. Request that your vendor provide client references, including: two or three from your same industry as well as two or three with similar devices and needs.

Step #4 - When it's Time to Buy:

• What's the Best Acquisition Method...? Most organizations lease their devices for several reasons, including: easier to keep equipment up-to-date, predictable monthly expense, lower day-to-day cost, and flexibility.
• Trading in Older Devices. Truthfully, older copiers are worth very little in terms of actual dollars, but it's still worth asking about a trade-in allowance for your existing equipment.
• Rental Options. If a short-term supplement is needed (e.g. think about accounting firms during tax season), then renting a device might make better sense than over-working an existing machine or outsourcing jobs.
• Buying Used or Refurbished Copiers. Unless it is purchased from a reputable dealer who will stand behind and fully service the system, approach a used or refurbished scenario with an acute sense of “buyer beware.”

Many of our clients have used the Guide to get a firm grasp on their organization’s needs and make a more informed buying decision.

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Download the comprehensive Buyer’s Guide to selecting and purchasing a copier
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