How to talk to your Boss about Updating your Office Equipment

Transcription

1 How to talk to your Boss about Updating your Office Equipment

2 Introduction Have you ever found yourself preparing for a meeting or sales call, only to find copies of your important documents coming out blurry or covered in streaks? Do you spend more time waiting for a document to print than you do preparing it? Worse still, are you still going from device to device instead of doing everything on one multifunctional printer? Chances are, everybody else in the office has the same complaints. It s time for a change, but there s one big roadblock: your boss. He or she needs more than a couple bad copies to understand the need for a new copier. To convince your boss that the office copier needs updating, you ll need to present the right information. We recommend sticking to a few points that, with the help of some facts and stats, are sure to illustrate the value of improving your equipment.

3 Introduction The first thing your boss is going to ask is: Why do we need to change our copier/printer? There are reasons that obvious to you and your co-workers, but the trick it so present it in a way with which your boss can t argue. These include: Reliability is failing due to increased workload or simple age and fatigue of the machine. Quality is failing due to increased workload or simple age and fatigue of the machine. Productivity is down due to time lost to the reliability and quality issues or because more users and more usage is causing bottlenecks at the copier/ printer. Recent upgrades in other connected systems are leaving the copier/printer behind (Windows 8, OS 10, Server 2013, etc.). The emerging need for mobile connection to the copier/printer requires an upgrade. BYOD (Bring your own devices) doesn t work if the tools can t be accessed. Talking Tip: Once the need is stated in business terms, it s time to start justifying. We recommend using words modernizing and upgrading.

4 Introduction To convince your boss that the office copier needs updating, you ll need to present the right information. We recommend sticking to a few points that, with the help of some stats, are sure to illustrate the value of improving your equipment. Cost Professionalism Innovation, Productivity & Efficiency

5 Cost Cost is likely going to be the first thing that comes up when discussing a new copier with your boss. The more features you re looking for, the more the machine is going to cost. Price alone can convince a boss that an upgrade isn t necessary, but if you can show them the different options available, as well as the long-term benefits of the new machine, paying for it will seem less like a cost and more like an investment. Make the case that upgrading equipment is affordable to acquire and will have efficiency and economic payoffs over a long period of time. There are two options when it comes to acquiring new office equipment: leasing or purchasing. Each has its advantages: Leasing Leasing allows you to acquire newer, more expensive technology sooner. That means improved efficiency, more reliability and reduced maintenance costs. Down payment, in most cases, are not required when leasing equipment. Lease terms are flexible. Longer terms allow your business to make smaller monthly payments, while shorter terms mean you can upgrade sooner and take advantage of technological improvements. There are significant tax benefits to many lease agreements. In most cases, the full value of the payment is deductible as a business expense. Purchasing As technology gets older, the price of many machines is reduced significantly. An older model can be purchased at a lower price than a brand new machine, but you will be lacking the newest technology. Buying outright means to interest of recurring payments throughout the year. If you can afford it upfront, it is yours immediately.

6 Cost Understanding your office s needs is crucial to determining which path to take in acquiring new equipment. Be sure to have an accurate illustration of how much each person in the office uses the copier to determine the volume of paper being used. If your office is using a high volume of paper on a monthly basis, a lease option is the way to go, as dealers will often include a supply package in the lease agreement that will ensure your usage is monitored and you won t run out of paper, ink or toner at an inconvenient time.

7 Cost One final thing you can touch on when showing your boss the budget benefits of upgrading your copier is the repair and servicing costs. Most older copiers involve a lot of moving parts as well as a fuser that must be kept warm at all times to function properly (hence the 24/7 on-time mentioned above). This results in high rates of wear and tear and frequent break downs. MFPs reduce the number of parts required to run and therefore require regular, but infrequent, service. Plus, a service plan can likely be added on by your dealer, which can monitor the status of your machine remotely, to ensure you experience as little down time as possible.

8 Professionalism A new copier or MFP can offer serious points for your company s professionalism for the company as a whole as well as for the individuals in client facing roles. Like it or not, image is important in the business world and the documents leaving your office should reflect your company s image in the best way possible. Advancements in colour and resolution in new copiers and printers can modernize and add vibrancy to even the best sales kits and corporate documents. Show your boss how office materials can be improved with the high-end capabilities of modern MFPs by getting print samples from the latest machines from your office automation equipment dealer. While you re there, grab some documentation on the models available. If the improved look of your sales kit impresses him or her, you ll be prepared with information about the machine that could improve the image of the company.

9 Innovation, Productivity & Efficiency If your current equipment is old enough, there is a good chance that you can consolidate a number of technologies into one machine freeing up precious floor space and improving the overall efficiency of the office. Modern Multifunction Devices allow offices to print, copy, scan to file, and fax, as well as a host of other features, all on one machine. Gone are the days of copiers that occupy entire rooms, printers the size of PCs, and scanners with no network capability, each with its own cables, power cords and supplies. A multifunction printer reduces each of these paperweights to one energy efficient package, complete with an easy to read screen. Illustrate to your boss the ways your office can save time and money with an MFP. No more waiting to copy or print while the machine takes an eternity to start up; MFPs start up in seconds and print significantly faster than older printers and copiers, and with built in scanning and faxing features, you can stay in the same spot to copy and send those important documents!

10 Innovation, Productivity & Efficiency Many function like modern smartphones which are used by staff in and out of the office; reinforcing the productivity enhancements possible with the modern multifunctional device. Many MFPs now feature app integration with smart phone technology as well. This means that reps working outside of the office can send things from their phones directly to the printer and have it ready for them to pick up when they get back, cutting down on the amount of time they spend doing admin work, when they could be out selling or promoting the business.

11 Innovation, Productivity & Efficiency MFPs with faster start-up times mean less energy wasted when not performing the main, productive functions. Also, because you re consolidating multiple machines into one energy efficient MFP, you re reducing your overall energy usage by not having to power multiple outdated units, as well as inefficient but required peripherals such as loading trays and feeders, resulting in potentially hundreds of dollars in savings each year. Modern MFPs include automatic power settings to ensure that the machine is not drawing unnecessary electricity when not in use. No more 24/7 run times for office equipment. You can sell your boss not only on the energy efficiency and cost savings of a new MFP, but also how it makes the business look. Eco-friendly and green businesses have major appeal for customers and efforts to reduce your office s environmental impact will stand out to your existing and potential clients.

12 Innovation, Productivity & Efficiency Additional savings can be found in the operating costs of new copier technology as well. Toner manufacturing and new fusing technology have helped reduce the operating costs on a per employee basis by about a hundred dollars per year. Here s how: Analog printing costs: $0.02 to $0.25 per copy Digital printing costs: $0.01 to $0.015 per copy 10,000 pages per year per employee: $200 - $250 per year, per employee 10,000 pages per year per employee $100 - $150 per year, per employee You can see the savings easily, even in the smallest offices, and your boss will too. If you factor in the fact that the average employee also wastes 6 pages per day and multiply that by the number of employees in your office, the savings are even higher!

13 A publication by A locally owned and operated business for more than 20 years, Brock Office Automation is Niagara s go-to source for office automation for small- to medium-sized businesses. Our honest approach to business and communications sees our maintained status as the primary provider of outstanding solutions that are perfectly suited for your professional needs. We are not known for the up-sell, the addon or the price competition that consumes much of our industry. We are known for solid solutions, a trustworthy team and our in-house service department that sees every member of our client family as a priority. If you like what you read, and your boss liked what you had to say, you may want to consider our Cost Analysis and Comparison Worksheet to further examine just how an office equipment upgrade from Brock Office Automation can benefit your business. Visit Brock Office Automation, 23 Nihan Drive, St. Catharines