Leasing a copier or printer can offer many advantages for businesses, including reduced upfront costs and access to the latest technology. However, leasing also comes with potential pitfalls that can lead to financial and operational challenges if not properly navigated.
This article explores common mistakes to avoid when leasing copiers and printers to help you make a well-informed and beneficial decision for your organization.
One of the most critical mistakes is failing to assess your business equipment requirements accurately.
Before leasing a copier or printer, it’s essential that you conduct a thorough needs assessment. This involves understanding your print volume, the types of documents your business will create, and any required features. Misjudging these factors can lead to leasing a device that doesn’t meet your needs or is more advanced than necessary, resulting in wasted resources.
Consider how the copier or printer will integrate into your existing workflows. Ensure it supports your document management system and other software applications to maintain efficiency and avoid disruptions.
Leasing contracts can be complex, and overlooking critical details can lead to unexpected costs and complications.
Make sure you fully understand all the terms of the lease, including the length of the lease, payment structure, and responsibilities for maintenance and repairs. Misunderstanding these details can lead to financial strain or operational issues down the line.
Be clear about what happens at the end of the lease term. Know the conditions for returning the copier or printer, any potential buyout options, and any fees associated with ending the lease. Planning for the end of the lease can prevent unexpected costs.
Maintenance is a critical aspect of copier and printer performance and longevity.
Ensure that your lease includes a comprehensive maintenance plan that covers regular servicing, repairs, and consumables like toner. Neglecting this can lead to frequent breakdowns and additional costs, disrupting business operations.
Not all maintenance plans offer the same level of service. Verify the quality and responsiveness of the service provider included with your lease. Slow response times can result in significant downtime and operational inefficiencies.
While leasing can reduce upfront costs, it’s crucial to consider the total cost of ownership over the lease term.
It’s easy to focus solely on the monthly lease payments, but this can be misleading. Consider all costs associated with the lease, including maintenance, consumables, and any additional fees. This holistic view helps in understanding the true financial impact.
Some leases come with usage limitations. Be sure to understand the costs associated with exceeding volume allowances and factor these into your decision-making process. Underestimating these costs can lead to significant overages.
The reputation and reliability of the leasing company are paramount. Research the leasing company thoroughly. Look for customer reviews and ask for references to ensure they have a solid reputation for quality and service. An unreliable leasing company can result in poor service and frequent disruptions.
Ensure the leasing company has a robust support structure. Know who to contact for service issues and how quickly they respond. Good support can make a significant difference in maintaining device performance.
Modern copiers store data, and securing this information is vital. Ensure the copier has strong data security features, such as encryption and secure data erasure protocols. Protecting sensitive information stored on the copier is crucial to avoid data breaches.
Before returning a leased copier, make sure all data is securely erased. Work with your IT team to ensure compliance with data protection regulations and prevent unauthorized access to sensitive information.
Proper use of the copier or printer requires adequate training for your staff.
Ensure your team is well-trained on how to use the device confidently and effectively. Lack of training can lead to misuse, inefficiencies, and increased downtime.
Lack of end-user training is also the NUMBER ONE REASON for the negative feelings most office workers experience about their office equipment. And this can lead to a vicious circle – improper use tends to lead to an increase in breakdowns, which leads to more mistrust and animosity, more instances of aggressive or even hostile use, and that can dramatically lower the lifespan of a machine.
This also leads to lowered office morale.
The sad thing is that all of this is preventable with proper training immediately following equipment delivery.
Likewise, a frequent mistake in office environments is to have a comprehensive training loop with existing employees immediately the office printer or copier delivery, but no training at all for new hires coming onboard after the fact.
There is a prevalent expectation that folks “just know” how to use a printing device – whereas the reality is that machines continue to have more complex dashboards, new features, and different technology both in components and in software.
Including a training loop for office technology will allow new employees to catch up to the rest of the team, prevent device breakdowns due to improper use, and allow employees to maintain an empowered, positive attitude when dealing with printers and copiers.
Even seasoned employees may have missed orientation day. They may be a newly transferred team member, used to a different brand or model.
Consider ongoing support and training as part of your leasing agreement. Regular updates and refresher courses can help maintain high levels of efficiency and productivity.
Your copier or printer needs may change as your business grows. Choose a device that can scale with your business. Leasing a copier or printer that your business outgrows in a couple of years can hold you back and hinder growth and may lead to early lease termination, which would probably mean additional costs.
Consider whether the lease allows for upgrades to newer models. This flexibility can benefit your business as your printing needs change.
Avoiding these common mistakes when leasing a copier or printer can save your business time, money, and frustration. By thoroughly assessing your needs, understanding lease terms, securing reliable maintenance, and planning for future growth, you can ensure that your copier or printer lease is a valuable and effective solution for your organization. Contact us today.