Your business can gain a lot from a high-quality copier service provider. A professional can reduce your maintenance costs and lower downtime. However, the only way to reap these benefits is to hire a reputable company.
We’ll give you a few tips to help you find a reliable copier service provider.
Tips for Hiring a Copier Service
You shouldn’t book any copier service company. Look for a provider that meets the following criteria.
Experience With All Major Brands
When looking for a dependable copier service, don’t hire a company that can only service products from one brand. Providers that ignore certain copy machine manufacturers are a poor investment. They can’t meet your office needs adequately and generally overcharge for their services.
Another risk associated with hiring poor copier services is that they can exacerbate issues with your equipment. If your devices break down frequently, the problem might not lie in the copier – the technicians may have misconnected a wire or two.
Instead, you should hire a provider with an open mind. The company should have an in-depth understanding of all models to resolve problems efficiently.
This is especially true if you have a multifunction copier. Besides copying, this device can also print, scan, fax, download, and email files. Many offerings also include add-ons that enable you to print from your cloud, save energy, edit images, and connect wirelessly. Cutting-edge models may come with advanced security features as well, to preserve your information and reputation.
These devices are more complex than standard copiers, emphasizing the need to hire a knowledgeable professional.
Timely Parts Replacement
Some technicians and copier services may fail to maintain your machines properly. They might only replace the parts when they break, forcing the equipment to keep running, even on its last legs.
You can avoid this by hiring a copier service that puts you and your copier uptime first. If a part shows signs of damage, they should repair or replace it as soon as possible to prevent problems in the rest of the system. This stabilizes your copiers and eliminates the need to have another service call in just a few days.
Understanding of Your Copying Needs
A copier service can’t maintain your copiers correctly without evaluating the requirements of your customers, employees, and other parts of your business. Your provider needs to understand your workload, whether you need low or high-volume copying. They must also be familiar with the number of persons using your copiers on a monthly, weekly, or daily basis. This way, they can find the perfect option and maintenance schedule for your office.
Minimal Response Time and Phone Support
Does your provider offer a dedicated help desk with qualified troubleshooters, and do these professionals help you resolve various problems? If so, you’ve probably found a reliable company.
The experts should provide assistance with crucial matters, whether or not you’ve signed a service contract. This includes clearing error codes, restarting the software, and offering tips on removing gray lines that keep showing up on your pages.
Once you get in touch with your service personnel, they should arrive at your office as soon as possible. Notifying you about their ETA is also welcome. Plus, the provider should ask about the nature of the problem, so they can bring the necessary tools.
Diversified Contractors and On-Site Storage
In most cases, your copier service provider diagnoses the problem, brings the necessary parts, repairs the machine, and you don’t see them again for months. However, your printer or a similar device may break down at the same time. You might also have some questions about other equipment in your office.
That’s where diversified copier professionals come in. In addition to fixing problems directly related to your copiers, a committed technician should also assist you with related equipment. This eliminates the additional costs of hiring other personnel and reduces downtime.
Another factor that can lower disruptions is on-site storage. In some conditions, your copier service may keep frequently used supplies and parts on your premises. This allows them to reach you faster, as they don’t need to make stops along the way. They could also train key operators at your company to replace some parts to increase productivity.
Online Portal
Top-rated copier providers let you request your services, buy supplies, and offer online meter counts through a well-designed client portal. This automated system can even send you an email when placing a service call and dispatching technicians. The feature can also follow up the service with various notes to help you use your copiers more effectively.
Positive Attitude
Is your copy machine technician disgruntled or frustrated? If so, they might not like the job, which speaks volumes about their company.
Find a provider whose employees love what they do. It indicates that the company is all about excellent customer service and doesn’t want to make a bad impression through unhappy workers.
What Are the Features of a Good Copy Machine?
Finding an excellent copier service company is essential. Having the right copy machines is just as important.
Besides the basic copying feature, you may also need your device to offer binding, stapling, and some other finishing solutions. Alternatively, you might be looking for machines that only print, copy, or fax in white and black.
If you want to streamline your operations, be sure your equipment has robust connections. It should feature a reliable IT structure to support your business objectives.
The only way to determine the suitable machine is to consider your requirements. Determine the features you need to meet your customers’ expectations and find the copier that checks all the boxes.
Take Your Office Productivity to the Next Level With a Robust Copier Service
You may want to introduce immediate changes to your office by hiring a top-quality copier service company. However, you may end up working with a disreputable provider by rushing the selection process. So take your time, and be sure your professionals have what it takes to elevate your business.
Docutrend has a wide range of copiers for your New York, Totowa, Pennsauken, Edison, and Ft. Washington offices. Reach out to us today!