The Datamax Thinking Blog

Educating, collaborating, and sparking ideas for maximizing the technology that matters.


You're Not Buying a Copier – You're Buying the Ability to Communicate

Your copier isn't just a machine you're buying or leasing. It enables your business to communicate.

A digital copier is only a means to an end. When buying office equipment, think about how it will improve your ability to communicate.

This is going to sound odd coming from the marketing director of a company that sells and leases digital copiers and other office equipment (and other services).

You aren't buying a copier or a printer from us, what you're really buying is the ability to communicate with your customers, suppliers, and co-workers.

Let me explain.

Documents Are the Lifeblood of Your Business

Every business today relies on information to operate effectively. For most businesses, that information is contained in documents – invoices ensure cash flow, forms and documents for HR, spreadsheets and strategy documents for decision-making, the list is long and varied.

Documents are also used to communicate –

  • Marketing brochures to attract new customers
  • Posters for window displays
  • Letters and offers that accompany invoices sent to customers
  • Case files for legal matters
  • Balance sheets
  • Patient records

That's obviously a fraction of the list of possible documents. Documents need to be available for use when needed and accessible by only those with the appropriate credentials.

Your digital copier is an essential component of making sure that happens.

Digital Copiers – Linchpin of Office Communication

Digital copiers are designed to both create documents and also to share them.

Print and copy – To state the obvious, copiers can make copies of documents for distribution to customers, co-workers, or oneself. Printing capabilities have been standard on copiers for decades now.

Fax – Easy to forget about today, but most copiers can also send faxes for industries – such as real estate and the legal industry – still heavily reliant on physical signatures.

Scanning – This is where digital copiers today can supercharge communications. I'll briefly mention three ways:

  1. Scanning to email – Email is still going strong as the most basic and useful way to share information within a company and between a company and customers
  2. Digital documents – Turning paper documents into digital documents allows anyone (with permissions) to share those documents easily and to find them fast.
  3. Process automation – Launch workflows to remove paper from business processes and get work done faster. I've written about this before, click here to read more about process automation.

When it's time for you to consider your current copier lease, or if you're outgrowing your current office equipment infrastructure, flip your approach to thinking about copiers. It's not simply a piece of hardware that spits out paper copies on command, they can do so much more for your business. Plan accordingly.

Learn about the differences between copiers, printers, and scanners.

Topics: Office Productivity Productivity Tips and Tools