Copiers for Small Businesses: What Features Really Matter?

Buying a copier for your small business isn’t about finding the flashiest machine on the market or one that could moonlight as a newspaper press. It’s about practicality. Choosing a copier with just the right features to keep your team productive without overspending on stuff you’ll never use. Fortunately, finding a copier that matches your needs without overkill is entirely doable. Here’s a breakdown of which features truly matter for small businesses and how to choose the best copier for your team.

Printing Speed: Fast Enough to Keep Things Moving

Speed matters, but it’s all about finding the sweet spot for your business. If your business requires lots of multi-page copies (think law offices or medical practices), you’ll want a machine that prints at least 25-30 pages per minute (ppm). But for businesses with lower printing volumes, anything in the 20-25 ppm range is probably more than enough.

• Why It Matters: Faster speeds prevent bottlenecks and help keep your team efficient, but going too high can add unnecessary costs.
• Good-to-Have, Not Essential: Ultra-high-speed copiers may sound impressive, but they’re rarely worth the extra expense for small teams.

Bottom Line: Choose a speed that matches your printing volume. Anything faster than you need just adds to the price tag.

Copy, Print, Scan: The Basics of Multifunctionality

A multifunction copier is the Swiss Army knife of office equipment, combining essential tasks into one space-saving machine. They’re perfect for small businesses. Some models even include fax capabilities, which might still be useful if you work in a field like healthcare or legal services where faxing is occasionally required.

• Why It Matters: A multifunction copier reduces the need for extra machines and simplifies workflow, which is ideal for smaller offices with limited space.
• Good-to-Have, Not Essential: If faxing is rare in your business, look for models without it to save on costs. Or choose a copier where faxing is optional rather than included.

Bottom Line: A solid multifunction copier is a great investment that will serve most small businesses well. Look for essential functions like printing, copying, and scanning to cover all your bases.

Color Printing: Worth It If You Actually Need It

Color copiers are great for companies that frequently print marketing materials, proposals, or documents where color makes a big difference. But if most of your printing involves text-heavy black-and-white pages, it might be a luxury you don’t need.

• Why It Matters: Color copiers cost more upfront and require color toner, which can increase maintenance costs over time.
• Good-to-Have, Not Essential: Unless color is vital to your business, a black-and-white copier is more cost-effective and covers most basic needs.

Bottom Line: Evaluate how often you need color copies. If color is a luxury rather than a necessity, consider skipping it to save on both the machine and toner costs.

Paper Capacity: Keep Refills to a Minimum

Paper capacity refers to how many sheets a copier can hold at once. Running out of paper mid-job is the office equivalent of a flat tire. Paper capacity matters—but not too much. A standard 250-sheet tray will suit most small businesses. If you print frequently, look for models with larger or multiple trays.

• Why It Matters: Running out of paper in the middle of a job is a hassle, so having adequate capacity is important to keep productivity smooth.
• Good-to-Have, Not Essential: Unless your office is cranking out high-volume print jobs daily, massive paper capacities aren’t necessary.

Bottom Line: Choose a paper capacity that meets your business’s daily needs but isn’t overkill. A mid-range capacity is likely more than enough for most small teams.

Duplex Printing: Essential for Efficiency and Saving Paper

Duplex (double-sided) printing is a feature that allows your copier to print on both sides of the paper automatically. This feature is handy for reducing paper usage and creating professional-looking documents, and it’s a must-have for any business looking to save on printing costs and space.

• Why It Matters: Duplex printing saves money, storage space, and trees. Plus, it gives your documents that pro edge.
• Good-to-Have, Not Essential: While duplex printing is beneficial, it’s not essential if you’re printing mostly single-sided documents.

Bottom Line: Duplex printing is a small investment with big payoffs: practical, efficient, and eco-friendly.

Wireless and Mobile Printing: A Must for Modern Workplaces

In today’s mobile work environment, having the option to print directly from a smartphone, tablet, or laptop can be a huge benefit. Many copiers now come with Wi-Fi and mobile print capabilities, which allow employees to print on the go and increase flexibility.

• Why It Matters: Print from smartphones, tablets, or laptops without needing a direct connection.
• Good-to-Have, Not Essential: If your team doesn’t need mobile printing, or if everyone works from desktop setups, this feature may not be crucial.

Bottom Line: Wireless printing is a must-have for offices with a mobile or hybrid workforce. Otherwise, it’s more of a nice-to-have.

Security Features: Protecting Sensitive Data

For businesses that handle sensitive or confidential information, such as legal, healthcare, or financial services, a copier with built-in security features is a good investment. Features like user authentication, data encryption, and secure print release help protect data from unauthorized access.

• Why It Matters: These features help you stay compliant with privacy regulations and protect your reputation.
• Good-to-Have, Not Essential: For businesses that don’t handle sensitive information, basic security is usually adequate.

Bottom Line: Evaluate the importance of data security in your business. For industries with high compliance needs, security features are a must; otherwise, they’re more of a bonus.

Energy Efficiency: Good for the Budget and the Planet

Energy-efficient copiers aren’t just good for your utility bill, they’re good for your brand’s green reputation too. Look for models with Energy Star certification or power-saving features that reduce electricity use when the machine is idle.

• Why It Matters: Energy-efficient copiers can lower utility bills and contribute to a greener workplace, a selling point for clients who value sustainability.
• Good-to-Have, Not Essential: This is a nice-to-have feature that won’t make or break your copier’s usefulness but can add up in savings over time.

Bottom Line: It’s not a dealbreaker, but energy efficiency is a smart choice for businesses looking to cut costs and go green.

Final Tips: Buying the Right Copier for Your Small Business

When it comes to copiers, more isn’t always better. A small business doesn’t need a top-of-the-line model with all the bells and whistles; in fact, sticking to essentials can save you money and maintenance headaches. Here’s a quick recap to guide your selection:

• Must-Have Features: Printing speed that matches your workflow, multifunction capability, duplex printing, and enough paper capacity for daily needs.
• Nice-to-Have Features: Wireless/mobile printing, color capabilities, energy efficiency, and security features if you handle sensitive data.
• Skip the Extras: Ultra-high speeds, massive paper capacities, or industrial-grade color printing, unless your business specifically demands them.

By zeroing in on what your business truly needs, you’ll save money, reduce maintenance headaches, and end up with a copier that works as hard as you do. Happy printing!