Most businesses have experienced a broken down copier. The situation is so common that it has become a common joke in movie plots, especially office comedies. But when a defective copier is standing in the way of you completing a job for a client, it’s no laughing matter.
There are a lot of companies out there that provide copier repair service. But how do you know which one is right for your business? Whether you’re trying to repair, update, or replace a machine, you often don’t have the time to shop around for the best deals or explore all options available to you. Depending on where you live, there could be dozens, or even hundreds, of choices.
At the same time, you don’t want to hire just anyone to work on your copier. So, how do you go about identifying a copier repair service that will meet your immediate and long-term business needs? Follow the steps below and you will be well on your way.
Assess Your Office Copying Needs
Copy machines have been around since 1938, although they were not available on the open market until 1959. Today, they come in all shapes and sizes and are designed to accomplish many different tasks. What kind of repair service you choose will depend on what kind of copiers you have.
If you’re facing a minor repair issue, it may be tempting to call up the first copier service you come across. But, if you’re looking for a service that you can rely on for all your copier problems now and in the future, then first take time to consider what those needs are. Having a firm idea of what type and how much printing your business does is the first step to narrowing down prospective service providers.
You may have many different copiers in your office. You might have a basic, monochrome copier for simple jobs, and a larger, color copier for bigger, more elaborate ones.
You may not need a printer that produces high-quality graphics with professional finishes. Or it may be something that is essential to your business. Your company may need high-volume printing but not other bells and whistles.
Having all of this information in a concise, digestible format will allow potential service providers to know what your service needs are before they even come out.
Range of Services
Keep in mind that your copying needs may change over time. Maybe your system is outdated. Or perhaps the machines you have are sufficient for your needs now but may not be in a few years.
A professional copier service can help you decide when to repair, upgrade, downgrade, or otherwise replace your copier system. And that means you should look for a company that can do “all of the above.”
Today, most copiers aren’t just copiers. They usually function as printers and scanners. Some businesses still require the availability of fax services.
A good idea is to look for a company that will work on any aspect of your machine. You don’t want a technician that tells you that the issue is associated with the scanner and that they are not equipped to handle it.
You want a service that can tackle technology-related issues. Ask up front if they offer complete office integration or simply work on individual copiers. It’s great to know that whoever you hire can not only repair your machine but get it back up online to full pre-repair status.
There are companies that offer services beyond standard repair work. You may consider a company that offers trade-in on equipment. This can be useful if you have an older copier or if you think you may want to upgrade down the road.
And many companies that offer trade-ins have access to renewed equipment for sale. With refurbished copiers, the most fragile parts are replaced. This means you’re getting a machine that functions like new but at a much lower price.
Some companies provide leasing or rentals on equipment. This availability can help alleviate the stress of not having a copier in your office while you shop for a new one, or for short-term projects.
There are some other niche services you may want to keep an eye out for. For larger copier systems, some companies provide moving services. This can be useful if you’re renovating your office or moving to a new location.
Don’t rely on your standard moving company to handle the disassembly and transportation of your copier system. Trained professionals can properly transport it and reassemble it.
If you have a leaky pipe in your house, you would expect the plumber to show up with the rights materials to fix or replace it. You want the same out of your copier repair company. But, unlike standard pipes in your home, parts for each copier are unique. What may look like the same component on one copier will not work on others.
With so many options for buying products today, brand loyalty is less common. When selecting a copier for your office, you may balk at the idea of identifying a specific brand to stick with. But there is one big reason this is important when it comes to repairs: availability of parts.
When something goes out on your copier, you don’t want to be crossing your fingers that your local office supply store or random technician has it on hand. You want to be able to contact your repair company and feel confident that they can get your copier up and running at a moment’s notice.
This does not mean that you can never change brands, or even that you have to use the same brand for every copier in your office. But it does mean that you should find out how readily a repair company can access spare parts.
Specifically, ask what brands they service. A prominent business will be upfront with you about prospective wait times relevant to the availability of parts.
Some companies will offer subscription services for toner replacement, which can help save money. It also will mean that you always have spare ink on hand, eliminating the hassle of remembering to replace it when it gets low.
Have you ever been facing a deadline and the dreaded printer error pops up? You try to solve the issue on your own by following the screen prompts, but you only seem to make matters worse. Regular maintenance of your copier can help limit these situations.
When you are looking for a copier service, seek out ones that provide regular upkeep on your machines. Just like getting the oil changed in your car, frequently servicing your copiers can help avoid breakdowns and lengthen the life of the machine.
A self-employed repair person may be able to save you a few bucks for a minor repair. But what happens when your copier system goes down and they are not available for days or even weeks? Customer service is something that can be the difference in your business finishing or failing to complete a project.
Reputable copier companies will provide regular phone or online support. This also can be useful for troubleshooting minor problems, like clearing error codes or restarting software. Being able to contact your repair company whenever you have an issue could even help you avoid having a technician come out.
Experience and Reputation
In today’s quickly-changing digital world, there’s no substitute for experience. You want a copier repair company with a proven track record of service.
Go online and read reviews of the company. See what other people are saying. This can be helpful in determining a company’s reliability. You want one that can provide service when you need it, even during emergencies.
It may sound a bit old fashioned, but don’t hesitate to ask the company for references. Ask for businesses they’ve serviced that are similar in size to yours or work in the same industry. This can go a long way to knowing that are getting a reputable company and that you are not wasting your time and money.
You will have more confidence in companies that have been providing quality customer care for decades, rather than rolling the dice with an unknown service that’s offering cheaper prices.
Find a Copier Repair Service Today
Now that you know the major things to look for in a copier repair service, you can start exploring your options.
Consider the advantages of establishing a long-term relationship with a service, rather than seeking a quick fix to your problem. And doing your homework may take a little extra effort up front, but could save you a lot of time and money down the road.
Getting the most bang for your buck is the key. This is why you don’t want to choose just any company. With a little bit of strategy and searching, you can find the right service to get your machine back working, and one that can meet your repair and other copy needs in the years to come.