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How-To Tell Your Boss You Need A New Office Copier?



Tell Your Boss You Need a New Copier

Read Time: 4.5 mins.

Are you tired of fighting with your office’s old copy machine and ready for an upgrade? The only problem is that your boss doesn’t seem to notice there’s a problem. 

Fortunately, that doesn’t mean you have to spend the rest of your working life struggling to make copies. Instead, find out how to tell your boss you need a new office copier. These tips will help you demonstrate the importance of upgrading the machine.

Points to Make When Asking for a New Office Copier

Being annoyed with your current copier isn’t enough to convince your boss to upgrade. Instead, you need to show your employer that it’s a wise business decision.

Let’s go over how upgrading the copier can help the company. Then you can use these talking points to help your employer understand how a new printer or copier can help the company thrive.

Get Multiple Features in One Machine With a New Copier

Does your current machine only print or copy? While both are important, newer machines offer so much more. Your boss might appreciate that a multifunction printer (MFP) can copy, fax, print, scan, and collate. 

An MFP means that you can get one machine that does the job of multiple pieces of equipment. This saves space, improves efficiency, and even lowers costs. Plus, it makes it easier to serve customers when you have one machine that can do it all.

Related Article: How To Cut Back On Print Costs

Add Extra Options to Improve Efficiency

Efficiency is important to your boss. The more efficient employees are, the more money the company can make. Thus, explain that getting a new office copier can improve efficiency. 

Your authorized copier dealer, like AOS, can add advanced features, such as scanning to network folders or email accounts, converting files to Microsoft Word or PDF, encrypting files, and controlling access. 

These features are easy to use, so you don’t have to be tech-savvy to make the most of them. Plus, they will make it easier for everyone to do their jobs.

Reduce Energy Consumption With a New Office Copier

Your office copier uses energy every time it warms up and prints. If it’s on, it’s using energy to function. Unfortunately, old copiers need lots of energy to perform basic tasks, including powering up. 

That extra energy consumption costs money and hurts the environment. Fortunately, newer machines use less energy, helping your bottom line and the environment. 

It’s important to discuss the money your company can save with a new office copier. Your local copier dealer can go over the numbers to make this even more enticing for your boss.

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Help the Office Run Smoothly

If you have to use multiple machines, your office can get quite chaotic. It’s even worse when those machines don’t work properly. Then employees spend tons of time getting a document to look right. 

It’s no wonder that offices experience a drop in productivity when they don’t have the right multifunction printer. Your boss surely wants to run an efficient office, so explain that a new office copier can help.

Cut Down on Service Calls

Copiers have a finite lifespan. Once they near the end of the span, they start breaking down more often and become more costly to operate. If your copier is on its way out, the staff likely spends lots of time scheduling service calls and waiting for repairs.

This is problematic for several reasons. First, of course, service calls and repairs are expensive if you don’t have managed print services. Second, you can’t get everything done when your printer isn’t working. Third, and maybe most importantly, you can harm your relationship with your customer base if your copier is always down.

Let your boss know that upgrading the machine can reduce service calls. You can also explain that adding managed print services when getting the new copier can help even more.

Then the company will monitor the multifunction printer remotely and perform maintenance before the machine needs repairs. Your office will be more efficient and make a much better impression with customers once you upgrade. Additionally, your company can save money by avoiding expensive repair costs.

Reduce the Cost-Per-Copy

If your office is still using an analog machine, you’re wasting quite a bit of money. The toner cartridges in digital office copy machines tend to have a higher yield, meaning you can print more pages. This leads to a savings of approximating a cent per page.

That might not seem like much money at first glance. However, that comes down to $100 saved for every 10,000 printed pages. Your company likely prints more pages than that each year, so your small business can end up saving thousands of dollars after making the switch.

An authorized copier dealer can analyze your current usage to determine how much your business can save per page. After looking at the numbers, it’ll be hard for your boss to say no to a new office copier.

Make Your Office More Secure

If you still can’t get your boss to upgrade your copier, talk about document security. Older machines don’t have access to the latest security features, meaning you could end up with a data breach on your hands. 

This is much more common than you might think, with 60 percent of businesses experiencing a print-related data breach in 2018.

Data breaches are hard on your finances and reputation. Fortunately, you can reduce the risk by upgrading your printer. 

Let your boss know that an authorized copier dealer can go over various security solutions to protect your company’s data. These solutions are customized based on the business’s needs and are vital for security-conscious companies.

The Final Say: A New Copier Is a Smart Business Decision

After discussing these talking points, your boss will understand why upgrading is a good idea. You don’t have to stop there, either. You can also contact an authorized copier dealer to go over the numbers and benefits with your employer.

AOS has been helping businesses meet their copier needs for decades now. We go beyond selling and leasing copiers and strive to be true partners. We help companies increase efficiency, cut costs, and reach their business goals through these partnerships. Reach out to us today to discuss your office’s needs.

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Brad McEldowney

Written by Brad McEldowney

AOS has been providing a culture of care since 1969. I have the privilege of following in the footsteps of my father and grandfather in serving as the third generation of ownership for our company. We sell and service office equipment, software and technology that helps your business or organization run smoothly. We are nationally recognized for the level of service we provide our clients and have seen consistent growth as a result.

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