Whether you’re in the market to replace outdated office equipment or looking to purchase the latest and greatest in new technology, it’s important to choose the right office equipment for the right work environment. Is a fax machine necessary or is it more cost effective to have Internet fax capabilities? If your office sends mass mail every week, a mail machine might be a good investment. Does your office need a copier or multifunction printer that can copy, scan, fax and print? The point is that proper due diligence is required before making any major equipment purchase decisions. The perfect solution for your office is out there, you just need to do your homework to find it.
Below are 7 tips to keep in mind before buying new office equipment:
- Price – When buying new (or used) office equipment, price is always an important factor. Not only should you consider the purchase price, but also how much it will cost to properly maintain the equipment throughout its life cycle; how much spare parts or consumables cost; And how does the purchase price compare to other similar makes and models on the market? Many websites, for example Nextag or Consumer Reports, compare similar makes and models of a particular office equipment in an easy-to-read side-by-side chart.
- Environmentally Friendly – If being environmentally friendly is important to your organization, the selection of green office equipment is limited, and available product features may or may not meet your wish list needs. The initial purchase may be more than anticipated; however, lifetime maintenance costs are often significantly reduced. Visit energystar.gov to see ratings for the different types of energy efficient office equipment.
- Usage – Another determining factor when considering the purchase of new (or used) office equipment is usage. How often and in what environment will the equipment be used? The scenarios given in the opening paragraph are excellent examples; the circumstances in which the office equipment will be used will help determine the list of product features needed to get the job done well and in a timely manner. It may be worth doing a quick survey of your office to find out the true needs of your end users.
- End Users – The job functions and skill levels of employees using office equipment should be seriously considered before making a major purchase. Will end users require training on how to properly operate office equipment to its full potential, and is that training provided at no cost? Will end users have unlimited access to the provider’s online usage, maintenance, and performance reports, and will those reports be provided at no cost?
- Service contract: First, find out how long the manufacturer’s warranty lasts because it varies from manufacturer to manufacturer. After that warranty period expires, it is extremely important to consider what service contract terms and conditions are available and at what cost. Is the service contract long or short term? Is there an automatic renewal clause? What are cancellation fees; Is there a guaranteed response time? and are parts and travel included in the cost of the contract? Before entering into any contract with the original equipment manufacturer (OEM) or third party supplier, it is vital to understand exactly what you are signing up for. Don’t make the mistake of assuming the contract has favorable terms and conditions. The consumer should always consult an expert before signing a contract, regardless of any resistance from the seller on the initial purchase of office equipment. There are ways to negotiate favorable contract terms and conditions. Furthermore, the consumer’s bargaining power is completely lost once the service contract has been signed. Alternatives to traditional service contracts are available: time and materials, preventive maintenance only, loan or deposit service, or use an Equipment Maintenance Management Program (EMMP).
- Technical support and software updates: Technical support and software updates are often included in the terms and conditions with the purchase of an expensive service contract. In fact, both should be included with the initial purchase of office equipment as consumers have alternatives to the traditional service contract. Technical support should be easily accessible via a toll-free number and software updates should be provided at no cost, as their goal is to eliminate a manufacturer malfunction or improve the overall performance of office equipment.
- Parts and Consumables Availability – Decide if you prefer new OEM-certified parts and consumables over reconditioned parts and consumables. The pros and cons of each should be considered. Are new or refurbished parts and consumables readily available at prices that fit your maintenance budget? It is important to review the language related to parts and consumables in the service contract or interview potential time and material vendors who can perform required maintenance on the office equipment you are considering.
Ultimately, your due diligence on the above criteria will help determine which brand, model, and product features best match your organization’s needs. It is important to choose wisely when making such an important purchase; don’t rush the process. The final purchase will ultimately come down to the right piece of office equipment that meets the most needs on your wish list and is the most beneficial to the organization and end users.
Share your shopping experience with us. Did you follow a checklist or did you make a purchase on a whim? Was the end result what you expected? What changes would you make to your purchasing process in the future?