Key Takeaways
- Start by evaluating your organization’s actual workflows, users, volume, and technology requirements.
- Consider the total cost of ownership rather than focusing only on the equipment’s purchase price or monthly payment.
- Match equipment capacity and features to your workload instead of automatically choosing the most powerful device.
- Service, maintenance, training, and ongoing support should be part of the decision.
- Businesses should compare purchasing, leasing, and renting based on their budget and expected equipment needs.
Choosing the right office equipment for your business can have a significant impact on everyday operations.
The right printer, copier, scanner, or mailroom solution should support how employees actually work. Choosing equipment that’s too small can create bottlenecks, while paying for capacity and features you rarely use can unnecessarily increase costs.
That’s why office equipment decisions should start with your organization’s needs—not a specific model or price.
Here are the most important factors to consider when evaluating office technology.
1. Assess Your Current Business Needs
Before comparing equipment, take a closer look at your existing workflows.
Consider questions such as:
- How many employees will use the equipment?
- How much do you print, copy, or scan each month?
- Do you regularly print in color?
- What paper sizes and types do you use?
- Do you need finishing features such as stapling or booklet making?
- Do employees need mobile or cloud capabilities?
- Are there specific security requirements?
- Are employees frequently waiting for or experiencing problems with current equipment?
- Do multiple locations need to be considered?
Understanding these requirements provides a better starting point for selecting equipment.
2. Choose the Right Type of Office Equipment
Not every business needs the same technology.
Depending on your workflows, you may need one device or several types of equipment.
Copiers and Multifunction Printers
Multifunction devices combine capabilities such as printing, copying, and scanning in one system.
They’re commonly used in offices that process a variety of documents and need centralized equipment for multiple employees.
Desktop Printers
Desktop printers can make sense for individuals, smaller workgroups, or locations that don’t require a full-size multifunction device.
Offix offers both multifunction devices and desktop printers, allowing businesses to select equipment based on available space, print volume, and required capabilities.
Wide-Format Printers
Organizations working with architectural drawings, engineering plans, signage, graphics, or other oversized materials may require wide-format equipment.
Production Print Equipment
Businesses producing high volumes of professional print materials may need production equipment designed for greater capacity and specialized finishing requirements.
Scanners and Document Solutions
Organizations that handle large volumes of paper documents may benefit from dedicated scanning equipment or document management solutions.
Mailroom Equipment
Businesses processing significant amounts of incoming or outgoing mail may also need postage meters, folder inserters, pressure sealers, or other mailroom technology.
Offix’s current product catalog includes copiers and MFPs, desktop printers, scanners, wide-format equipment, production print systems, mailroom equipment, and additional office technologies.
3. Match Equipment Capacity to Your Workload
Bigger and faster aren’t always better.
A business that prints a few thousand pages each month may not need the same device as an organization producing tens of thousands.
When comparing equipment, consider:
- Recommended print volume
- Print and copy speed
- Paper capacity
- Scanning volume
- Number of users
- Color requirements
- Finishing needs
- Expected periods of high usage
Selecting equipment that’s appropriately sized for the workload can help avoid paying for unnecessary capacity while ensuring employees have the performance they need.
4. Evaluate the Features You Actually Need
Modern office equipment can offer a long list of capabilities, but not every organization needs every feature.
Depending on your workflows, useful capabilities may include:
- Duplex printing
- High-speed scanning
- Mobile printing
- Wireless connectivity
- Cloud integrations
- Secure print release
- User authentication
- Large paper capacity
- Stapling and hole punching
- Booklet finishing
- Advanced document routing
For example, current business multifunction devices can offer combinations of printing, copying, scanning, storage, wireless connectivity, and optional finishing features.
Focus on capabilities employees will actually use rather than choosing equipment based solely on the longest feature list.
5. Consider Security Requirements
Printers and multifunction devices are connected technology, so security should be part of the equipment-selection process.
Depending on your organization’s requirements, evaluate features such as:
- User authentication
- Secure print release
- Administrative access controls
- Data encryption capabilities
- Device storage protections
- Firmware update support
- Network configuration options
Businesses that handle financial, legal, healthcare, government, employee, or other sensitive information may have additional requirements to consider.
The appropriate security features will depend on your network, workflows, policies, and applicable requirements.
6. Look Beyond the Initial Price
The purchase price or monthly lease payment is only one part of an office equipment decision.
Businesses should consider the broader cost of operating the equipment.
That may include:
- Equipment payments
- Maintenance
- Toner or ink
- Other consumables
- Paper
- Replacement parts
- Software
- Service
- Energy usage
- Employee time spent managing equipment
Comparing these factors can provide a more realistic picture of the long-term cost.
A lower-priced device isn’t necessarily the most economical option if it isn’t designed for your workload or requires frequent attention.
7. Compare Buying, Leasing, and Renting
Businesses don’t necessarily have to purchase office equipment outright.
Depending on your needs, there may be three primary approaches.
Buying provides ownership and may make sense for businesses that have available funds and expect to use the equipment for an extended period.
Leasing spreads equipment payments across an agreed-upon term and may appeal to organizations that prefer to avoid a larger upfront purchase.
Renting can be useful for temporary offices, construction projects, events, seasonal needs, or organizations that don’t want a longer-term commitment.
Offix currently offers purchasing, leasing, and rental options for office printing equipment. Its rental options include both short- and longer-term arrangements.
The right approach depends on your budget, expected equipment life, and operational needs.
8. Understand Maintenance and Service Options
Reliable service should be considered before purchasing or leasing equipment—not after something goes wrong.
Ask potential providers:
- What maintenance options are available?
- How are service requests submitted?
- What is included in the maintenance agreement?
- Are supplies included?
- Is preventative maintenance provided?
- Is remote equipment monitoring available?
- What happens during extended downtime?
- Who services the equipment?
It’s also important to remember that the equipment agreement and maintenance agreement may be separate.
Offix currently offers cost-per-copy and fixed-price maintenance packages, as well as customized service options and remote equipment monitoring.
9. Consider Installation and Employee Training
Even the right equipment won’t deliver its full value if employees don’t know how to use it.
Ask whether your provider handles:
- Delivery
- Installation
- Equipment configuration
- Initial employee training
- Future training for new employees
- Ongoing technical support
Offix’s current Service Smart® Guarantees include free delivery, installation, and initial training with leases and purchases. Offix also provides additional training for new employees or employees who need a refresher. Terms apply.
This can be particularly valuable when replacing older technology with equipment that offers new scanning, finishing, or workflow capabilities.
10. Plan for Future Business Needs
Office equipment is often used for several years, so don’t make the decision based solely on today’s requirements.
Think about how your organization may change.
Will you:
- Add employees?
- Open another location?
- Increase print volume?
- Produce more materials internally?
- Adopt new document workflows?
- Need additional security capabilities?
- Reduce physical printing as processes become more digital?
Choosing equipment with future requirements in mind can help reduce the likelihood that the solution becomes a poor fit as the organization evolves.
For qualifying leases, Offix’s Service Smart® program also includes equipment upgrade provisions.
11. Choose the Right Office Equipment Provider
The equipment itself is only one part of the relationship.
Your provider may also be responsible for installation, training, preventative maintenance, repairs, supplies, software, and ongoing recommendations.
When comparing providers, consider:
- Product selection
- Manufacturer relationships
- Service capabilities
- Technician training
- Maintenance options
- Response commitments
- Customer training
- Equipment guarantees
- Ability to support future growth
Offix offers office technology across numerous categories and currently carries products from manufacturers including Canon, HP, Kyocera, KIP, Duplo, Formax, FP Mailing Solutions, and others.
Its Service Smart® Guarantees also include equipment, service, training, response-time, loaner, and upgrade provisions, subject to the applicable terms.
How Offix Helps Businesses Choose Office Equipment
Choosing equipment shouldn’t begin with a salesperson simply recommending a machine.
It should begin with understanding the organization.
Offix takes a consultative approach to office technology, evaluating business requirements before developing a solution around the organization’s needs, objectives, and existing environment.
Depending on the business, that solution may involve:
- Copiers and multifunction devices
- Desktop printers
- Scanners
- Wide-format equipment
- Production print equipment
- Mailroom equipment
- Print management software
- Managed Print Services
- Maintenance and service
The goal is to find technology that fits the organization rather than forcing the organization to adapt to the equipment.
Choose Office Equipment That Fits Your Business
Finding the right office equipment for your business isn’t about choosing the most expensive device or the model with the most features.
It’s about understanding your workload, workflows, users, budget, service requirements, and future plans.
Taking the time to evaluate those factors can help your organization select equipment that supports employees today while remaining practical as the business evolves.
Contact Offix today to discuss your office technology needs and explore equipment options for your business.
Frequently Asked Questions
What should I consider when choosing office equipment?
Start with your workload, number of users, print and scan volume, required features, available space, security requirements, budget, maintenance needs, and anticipated growth.
Should I buy or lease office equipment?
It depends on your organization’s financial and operational needs. Buying provides ownership, while leasing spreads equipment payments over an agreed-upon term. Businesses should compare the complete costs and contract terms before deciding.
What’s the difference between a printer and a multifunction printer?
A printer primarily produces printed documents, while a multifunction printer typically combines printing with functions such as copying and scanning. Available capabilities vary by model.
How important is maintenance when choosing equipment?
Maintenance should be considered as part of the overall equipment decision. Preventative maintenance and reliable service can help keep equipment operating properly and provide a clear process for addressing problems when they occur.
Does Offix only sell printers and copiers?
No. Offix currently offers equipment across categories including copiers and multifunction devices, desktop printers, scanners, wide-format printers, production print equipment, mailing equipment, and other office technology.