Whether you’re in the market to replace outdated office equipment or looking to buy the latest and greatest in new technology, choosing the right office equipment for the right work environment is important. Is a fax machine necessary or is it more cost effective to have Internet fax capabilities? If your office sends out bulk mail every week, a mail machine can be a good investment. Does your office require a multipurpose copier or printer that can copy, scan, fax and print? The point is, due diligence is required before making major equipment purchase decisions. The perfect solution for your office is available, you just need to do your homework to find it.
Here are 7 tips to consider before buying new office equipment:
- Price: When buying new (or used) office equipment, price is always an important factor. Not only should the purchase price be taken into account, but also how much it will cost to properly maintain the equipment throughout its life cycle; how much are the spare parts or consumables; And how does the purchase price compare with other similar makes and models on the market? Numerous websites, for example Nextag or Consumer Reports, compare similar makes and models of a particular office equipment in an easy-to-read graph.
- Eco-Friendly – If being eco-friendly is important to your organization, your selection of green office equipment is limited and the product features available may or may not meet your wish list needs. The initial purchase may be longer than anticipated; however, maintenance costs throughout its useful life are often significantly reduced. Check energystar.gov for ratings of 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 necessary to get the job done right and in a timely manner. It might be worth taking a quick survey in 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 given serious thought before making a major purchase. Will end users need 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 online usage, maintenance, and vendor performance reports, and will those reports be provided free of charge?
- Service contract: First, find out how long the manufacturer’s warranty lasts because it varies from manufacturer to manufacturer. After the warranty period expires, it is extremely important to consider what terms and conditions of the service contract are available and at what cost. Is the service contract short or long term? Is there an automatic renewal clause? What are the 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 a third-party vendor, it is critical to understand exactly what you are signing. 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 in the initial purchase of the office equipment. There are ways to negotiate favorable contract terms and conditions. Furthermore, the bargaining influence of the consumer is completely lost after the signing of the service contract. Alternatives to traditional service contracts are available: time and materials, preventive maintenance only, loan or deposit service, or using 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. Both should actually be included with the initial purchase of office equipment, as consumers have alternatives to the traditional service contract. Technical support should be easily accessed through 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 whether you prefer OEM-certified parts and new consumables over reconditioned parts and consumables. You need to consider the pros and cons of each. Are new or reconditioned parts and supplies 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 suppliers of time and materials who can perform required maintenance on the office equipment under consideration.
In the end, your due diligence against the above criteria will help determine which make, model, and product features best match the needs of your organization. It is important to choose wisely when making such an important purchase; don’t rush the process. Ultimately, the final purchase will come down to the right office equipment that meets most of your wish list needs and is 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 in your purchasing process in the future?