How to Simplify and Save Money on Office Equipment Procurement

Posted by CBM on Nov 28, 2019 2:00:03 PM

When paper is necessary for business, your goal should be to make your printing as cost-effective as possible.


That starts with procuring the right devices—and finding what’s within budget.

You can get all the up-to-date, multi-functional printers and office technology you need without breaking the bank. Start with these tips.


1. Pinpoint your exact needs

How do you know if a new multi-functional device (MFD) is a worthwhile investment? Evaluate your current situation as thoroughly as possible, starting with these questions:

  • What’s your company size?
  • What functions do you need now more than ever?
  • Do you need wireless connection?
  • Inkjet or laser?

No matter how you answer these questions, you should look for multi-function printers with intuitive user interfaces, accessible instructions and documentation, and that require minimal employee training.


2. Know your TCO

The total cost of ownership (TCO) is a combination of the direct and indirect costs that a piece of equipment will incur for your business. It’s how you assess the long-term value of a purchase for your business.

Calculating TCO requires a thorough analysis of all the components necessary for your equipment to function. For a new computer, for example, you’d have to account for the costs of installation, new software, employee training, security costs, ongoing support, and future upgrades.

TCO increases when devices are hard to maintain and repair or lack the features you need to run your operations efficiently. When choosing a vendor for your printers, consider whether their products will improve the flow of resources within your business and if they can improve business process efficiency.

A reputable, well-established supplier company will offer a wide selection of products to choose from. That way you can ensure you only pay for what you need—i.e., what fits your business size, needs and budget.


3. Get an affordable ink replacement plan

As you work towards smarter print strategies and a more efficient print environment, your toner needs to keep up.

Toner cartridges aren’t cheap. It’s always frustrating to run out of toner—and it always seems to happen at the worst possible timing.

Print Solutions - CBM Office Automation

Your print provider should be there for you. Getting toner supply exactly when you need it—and not a moment too late—is critical to keeping your business running smoothly.

You don’t need to spend valuable time visiting a retail store or tracking down your specific brand of toner online. With a provider that anticipates your needs, your time is well spent, and your printer is never down.


4. Don’t purchase from multiple vendors

You know what they say about too many cooks in the kitchen.

Sure, there was a time when you printed more and needed more devices. Now, most offices are using multi-functional devices—sometimes, just one per office—because fewer devices can now do more.

Moreover, modern print environments operate with a mix of hardware and software. What does that mean if your printer breaks down? Do you call your IT support service or the printer manufacturer?

Ideally, your device provider is selling you the device and the software it needs to operate—and can support both.


5. Lease, don’t buy

There are some clear benefits to leasing a device:

  • You avoid obsolescence. If you only have devices for a finite time, you can make sure your company stays updated on newer technologies as they roll out.
  • Removal is easy. You don’t have to go through the hassle of reselling or disposing of your unwanted equipment.
  • You pay lower upfront costs. This is beneficial for smaller businesses with more limited access to credit. Plus, highly specialized printers and copiers can cost thousands of dollars and are expensive to repair and replace out of pocket.

Today, the leasing model has evolved into what’s widely known as managed print service.


6. Choose a managed print service

These services give you more than just equipment—they take a holistic view of your printing needs. You get an all-in-one package when you pay these service providers. They’re replenishing toner cartridges and parts, as well as monitoring the efficiency and productivity of your print environment.

Keep in mind that, when you choose a print management solution, you’re choosing much more than just equipment. A great managed print provider puts visible effort into keeping your devices operational at all times, lowering your print output, cutting down your power bills, and reducing your carbon footprint.

Make sure the scope of their service should match your needs. Managed print services can include supplies, onsite support, preventative maintenance, usage tracking, and so much more.


The right managed print provider will recommend and select products to ensure peak performance in your business. CBM has provided expert advice and service in office automation for over 40 years.

We’ll come in and evaluate your current costs and print output. Then we can increase your operating efficiency, reduce costs, and implement a plan to reduce your carbon footprint in three simple stages. Click here to learn how we do it.


Topics: Managed Print, Print Management, Printing Solutions in Edmonton

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