We talked with consultant and imaging industry expert Jonathan Bees about what sort of advice he has for prospective buyers of office equipment.

What’s the first issue beyond the obvious (price, speed, etc.) anyone buying or leasing a new copier or copier-multifunctional should think about?

The key issue is getting a model with the right engine size for your organization or workgroup. Traditionally, if you ordered a new copier, you’d most likely get a model that supported ledger-size (11″ x 17″) paper. But there are a growing number of fully-featured models on the market now that handle up to legal-size paper (8.5″ x 14″). It used to be the case that such machines had reduced capabilities, but increasingly vendors are loading them with the same hardware and software capabilities as ledger-size machines. The advantage in buying or leasing a legal-size machine at the same speed can mean a big saving in upfront costs.

But don’t most offices need the larger size?

A number of studies have shown that less than 10% of all copies and prints in a typical office use ledger-size paper, and in some offices it goes down to zero. Companies that already have one or more ledger-size copiers in-house may not need additional devices of this type for routine office tasks.

Why do companies keep buying extra ledger-size machines?

Most companies have a long history of buying ledger-size copiers, and salespeople are reluctant to “sell down” to a legal-size model. In fact, they are usually looking to sell or lease you a faster and more expensive machine, so it can be hard to change course. Ask yourself, do I really need that 11″ x 17″ paper size or can I get by with the smaller format? However, there is one caveat – make sure if you run heavy volumes that the higher operating costs of a smaller format copier don’t end up costing you more money over the life of the machine, negating the upfront savings.

What else should a buyer be looking at?

This is not a new concept, but you want to do business with a dealer that can thoroughly support and service your machine. You can get the highest-rated machine on the market, but if your supplier cuts corners on preventive maintenance or has undertrained staff, it will never run up to its potential. It’s like a car — it runs best when you perform scheduled maintenance.

So, don’t just shop for price-shop for service. If you aren’t pleased with your current vendor, you might want to look at another one. One key: If you’ve seen lots of turnover in service staff and they can’t seem to fix your machine, your dealer may be having trouble holding on to good people and it may be time to shop around. On the other hand, seeing the same service person is a good sign of stability and expertise.

Great advice. Any more tips?

These days, look for a dealer that can do more than just deliver a box and plug it in. Given the power and sophistication of today’s office machines, copier-multifunctionals tend to be very underutilized. You need to work with an expert who can show you how to maximize their potential.

Basic copying and printing can be achieved satisfactorily on all models on the market. The key difference now is software – whether for workflow, data management, accounting, security, or job creation and tracking. What you should look for is a dealer that sells both hardware and the software and solutions that enhance office productivity. To do this effectively, the dealer must understand your business and be able to work with your IT department. Note that these capabilities take time and effort to develop, so not every dealer can offer them.

Jonathan Bees is president of Imaging Strategies, LLC, a consulting and research company serving the office imaging industry. He has more than 28 years experience in the industry, including market research, consulting, product management, and sales. He can be reached at (860) 657-2231 or jbees@cox.net

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