Whether you have a small or large business, keeping your office equipment in top working condition is critical to the overall operation of a company.
In addition to ensuring office equipment is operating at peak performance, having the most up-to-date machines is also essential. If you are a business owner in the greater Sacramento area, have you taken a moment to analyze and prioritize the effectiveness of your office equipment?
Most Companies Remain Reliant on Copiers and Printers. Here’s Why.
Just because we now have cloud-based file systems, email threads, digital signature pages, and scanned PDFs doesn’t mean it´s the end of paper. Digital systems and physical paper can work together. We do not see physical documents going out of style any time soon:
- Physical documents are still printed to be reviewed and marked up by team members.
- Many employees and customers still prefer paper documents for meetings.
- Not everyone likes reviewing electronic documents on their cell phone screens (and some people do not always have a laptop or tablet with them).
- Some business interactions still involve a physical paper trail or require an official, notarized, or stamped document.
- In specific markets, paper advertising is still preferred over digital methods.
- And the list goes on and on.
We’ve even seen businesses across a wide range of industries taking their time transitioning to a digital system because of how ingrained their business model and operations are with paper systems. For example:
- Schools/Institutions of Learning
- Medical Facilities/Hospitals/Offices/Labs
- Insurance Companies/Insurance Claims/Audits
- State Attorney Offices/Courts/Law Firms
Dan Waldinger of Brother International summarizes our digital and paper reality nicely in a blog following studies by Wakefield Research: “Although technological advances and electronic communications have changed how companies operate, the results confirm that printing is still a critical and essential element in the business environment.”
A new age, high-quality copier and printer set up in-house has a long list of benefits for the modern office:
- High-volume capacity and output
- Multi-function abilities
- In-office convenience
- Time and money savings by not having to rely on third-party services
- The print environment is easier to control/streamline
- In-house operations reduce security risks or sharing of sensitive information
- Hard copies serve as a backup
Having a solid copier and printer in your office doesn´t mean you cannot still take steps towards being greener or more digital. Managing paper waste and understanding the pros and cons of the paper vs. digital components of your business is still also relevant. If your business needs physical office equipment to get the job done, just make sure (1) it’s the right equipment for the job and (2) it’s working effectively.
Your Workflows & Bottom Line Can’t Afford To Neglect Office Equipment Repairs.
An efficient office is not just about the people and processes in place. It’s also about the infrastructure. Office equipment is a massive piece of that infrastructure, so neglecting repairs or keeping outdated machines is not setting up an office environment for success.
Technology is constantly evolving, which applies to the technology available for office equipment. Machines like copiers, printers, phone systems, and computers put up with a lot of wear and tear. New hardware and software come out almost yearly, upgrades need to be installed on a rolling basis, and compatibility between devices is necessary. Then you have things like malware and hacking issues to deal with.
Ensuring office equipment is in good working condition is directly related to the overall ease and productivity of an office’s daily workflow. OPN points out: “[if] a machine’s performance is linked to the amount that gets done in a given day, we can confidently say a machine with higher output capability can boost productivity in the workplace.”
In addition, broken, old, or finicky office equipment wastes valuable time and money. It can also directly correlate to an employee or customer’s overall impression of a business and not in a positive way. Newer office equipment is also designed to be more energy-efficient, and upgrades make things more reliable, faster, and powerful, which means more work gets done. There is also less waste (time and money).
Office equipment should be maintained, inspected, and repaired as needed to ensure a solid and productive workflow. Preventative maintenance detects issues before they can turn into huge costs for a company. Employee training and respect for office equipment are also a part of this maintenance.
Is Your Office Equipment Beyond Repair? Why Upgrading May Be The Smart Choice
Even if your business has excellent office equipment, best practices, and maintenance processes, technology wears out. If you’re noticing a piece of office equipment beyond repair or is just not worth the cost of repairs, it might be time to upgrade.
Upgrades allow for a piece of the office workflow to be improved and even added to. Take a modern multi-function copier device, for example. Multi-function copiers print, copy, scan, fax, and email all on one machine. Why have four or more individual older devices when you can upgrade to one device that outperforms them all?
Newer equipment also includes all of the bells and whistles of today, meaning they will sync into larger internet and network systems and work across company devices better.
There’s a saying that something is only as good as its weakest link, which might be your printer or copier. If something can be replaced with that much potential for your day-to-day, it seems worth it to us.
If you´re thinking of giving your Sacramento business an office equipment upgrade, contact Buckmaster Office Solutions today. We´ll be happy to discuss your options.