Choosing the right copier for your business isn’t just about having any device that prints—it’s about having the right one to support your workflow. The wrong copier can slow down operations, frustrate employees, and rack up unexpected costs. Yet, many businesses overlook their actual printing needs, only to realize later that their copier can’t keep up, lacks essential features, or drains their budget. Instead of being a tool that boosts efficiency, it becomes a source of constant headaches.
If your copier is causing more problems than it solves, it might be time for a switch. Here’s why a poor copier choice might be holding back your business.
1. It Can’t Keep Up with Business Needs
With so many copier options on the market—ranging from compact models to high-capacity machines with advanced features—choosing the right one for your business is crucial. A copier that doesn’t match your company’s workload can cost you time and money and slow down your operations.
For example, if your office prints thousands of pages per month, but your copier is designed for low-volume use, it will struggle to keep up, leading to frequent breakdowns, downtime, and frustrated employees. On the other hand, if you have a copier built for high-volume printing but only use it sparingly, you’re likely overpaying for a machine that far exceeds your needs.
Assess your office’s printing volume before committing to a copier. If you print high volumes, invest in a machine with fast speeds and high paper capacity to avoid bottlenecks. If your printing needs are minimal, opt for a cost-effective, right-sized device that won’t drain your budget.
2. Missing Key Features Hurts Productivity
A copier should streamline workflows—not slow them down. If your device lacks essential features like stapling, hole punching, wireless printing, or faxing, employees will have to complete these tasks manually, leading to inefficiencies and wasted time.
For instance, your accounting department needs to send out multiple reports to clients, but your copier doesn’t have a stapling function. Now, employees must manually sort and staple hundreds of pages, pulling them away from more important tasks. A printer that doesn’t support wireless printing forces employees to transfer files to a desktop or email them to a colleague just to print—an unnecessary step that reduces productivity.
Similarly, wireless printing has become a necessity in offices as employees increasingly rely on phones, tablets, and laptops to get work done.
Assess your business’s daily workflow and invest in the right features to avoid wasting time on manual tasks.
3. Security Risks Put Sensitive Data at Risk
Copiers store more information than most people realize. Without the right security features, confidential business and customer data could be at risk. Depending on the nature of your business, a copier without user authentication, secure printing, or print tracking can leave your organization vulnerable to data breaches, unauthorized access, and compliance violations. For example, a healthcare clinic uses an outdated printer without adequate security features. One day, a staff member prints confidential patient records but forgets to pick them up. The documents sit unattended in a shared workspace, where anyone could access them—potentially violating HIPAA regulations and exposing the clinic to legal consequences.
4. Hidden Costs Add Up Fast
That bargain copier might have seemed like a great deal at first, but is it really saving you money? Cheap copiers often come with expensive maintenance, frequent breakdowns, and high-cost consumables like toner and drum replacements. For example, a law firm opts for an inexpensive copier to save money, only to find that toner replacements cost a fortune, and they need service calls every other month. In the long run, they’re paying far more than if they had invested in a quality machine upfront.
Don’t just focus on the sticker price–consider the total cost of ownership (TCO) before making a decision. Factor in toner costs, maintenance fees, energy efficiency, and potential repair expenses.
5. No Reliable Provider = More Headaches
Even the best copier will need maintenance, toner refills, and occasional service. If you don’t have a reliable service provider managing your print environment, you could face long downtimes, unexpected costs, and unnecessary stress. Always work with a service provider that offers proactive service, automatic toner shipments, and fast response times. A good provider won’t just fix problems when they arise—they’ll help you anticipate issues, reduce downtime, and scale your print environment as your business grows.
The Right Copier Makes All the Difference
Your printer might not be the first thing you think about when evaluating business productivity, but the wrong machine can cause more problems than you realize. Remember, the wrong choice can lead to a lot of inefficiencies, unexpected costs, and unnecessary frustration. But with the right device–and a reliable provider–you can streamline your workflows.
At AD Solutions, we help businesses find the right technology for their needs—one that boosts productivity, enhances security, and scales with your growth. Plus, with proactive service, we ensure you don’t run out of toner in the middle of a busy print job. If your copier is holding you back, it’s time for an upgrade. Contact us today to find the perfect solution for your office!
