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Your office equipment is what keeps your workplace productive. One poor choice in your upgrade and you’ll be cursing it until your contract runs out or your budget allows you to replace it – and that can take years. So before you jump into a long-term lease or purchase the wrong machine, make sure you aren’t making these mistakes:
1) You aren’t reassessing your needs
You’ve had the same machine for 5 years and it does the trick, so you should stay with more of the same, right? Wrong. Over the past 5 years, you have likely made some allowances to help you get by with the machine you have purely out of necessity. Or, you’ve had a printer with functions you have never used, ever. It’s time to reassess what you are using your office automation equipment for to evaluate what you really need versus what you don’t to ensure you get the device that will have your office running smoothly and efficiently.
2) You are choosing price over value
We know that everyone loves a bargain, but when it comes to measuring price, you have to consider overall value as well. To make the best decision, consider the cost of ownership or lease over the expected life of the machine. While it may be tempting to buy or lease the lower-priced MFP, you could be making a huge mistake. The cost of repair and replacements over the years could cancel out any upfront savings, making your purchase more costly as time goes on. If initial investment is an issue, leasing could be your best option, allowing you to make monthly payments with a contract that best suits your needs.
3) You aren’t considering user-friendliness
Think about the people who are using your office equipment most regularly and consider their technology skill level. Office tech is constantly seeing innovations that are making it more intuitive, more like the tech we use and home and all-around more user-friendly, so take advantage of that. Of course, bringing in a new multifunctional printer will require some training time and some getting used to, but the fewer hours spent learning the ins and outs of your new machine, the more overall productivity you will see. So before you jump head first into investing in a machine with all the bells and whistles, take it for a test run and see just how easy it is to use.
4) You aren’t asking the right questions
Once your new printer is in your office, you don’t want any surprises. So make sure you ask the right questions before you sign on the dotted line. What is the cost per page? What is the average life expectancy of the machine? How often will the equipment be serviced? What is the response time to a service call? Are there any hidden fees? Remember, there is no such thing as a stupid question. Ask as many questions as you need to get all of the information necessary to make the right, educated decision.
5) You are working with the wrong dealer
The key to working with the right dealer when it comes time to upgrade your office equipment is trust. Get to know the sales reps, team and dealership. Meet the company owners. Find out how long they have been in business. Is is a locally owned company? If so, you can contribute to your local economy with them. Also, find out about the dealership’s mission statement. If their ideals do not line up with yours, you may have difficulty seeing eye-to-eye when doing business together. Choosing the right dealer is one of the most important steps when making an investment in your office equipment, these are the people who will help you make the right decision and be working with you for years, so choose wisely.