Is a photocopier a valuable asset in your company? Is it a device essential in keeping employees productive? Is it needed for day-to-day operations to run smoothly? If you answered yes to all questions, then you need to have a photocopier service contact.
Copy machines, even the new ones, are not immune to breakdowns, especially if they are frequently used. Malfunctioning photocopiers can cause disruption in your office, the type that can negatively impact your profits. Hence, when this happens, you cannot afford to have them lying around unusable. They need to be repaired immediately!
A lot of businesses, especially the SMEs, delegate the task of repairing copiers to their IT department. This is an option you can explore. However, be forewarned that this decision can be costly. For one, if you have small IT team, this means their manpower is limited. Hence, there is no guarantee that they can fix your malfunctioning copier ASAP with all the other tasks they need to accomplish. Moreover, while some issues are easily solvable, there are problems only professional photocopier technicians can fix.
When you have a photocopier service contract, you do not have to wait long for your machine to get repaired. Once you call your provider, you can expect them to send a technician immediately. Furthermore, with an expert handling your device, you can expect a permanent fix and not just a band-aid solution to the problem.
Without a doubt, a service contract is something you cannot forego, especially if photocopiers are integral to your business operations. Besides, getting one is not difficult since it is a service widely offered nowadays. Perhaps, the only challenge you’d encounter is determining which is the right service contract for you.
There are different kinds of copier service contracts available. Hence, you need to carefully study each one to ensure that you pick the right one. So, what factors should you consider when choosing a copier service contract?
Cost: Most service contract prices are dependent on the client’s number of clicks or printed image per month or quarter. This is why, if you want to get the right service contract, you need to have an accurate estimate of your monthly or quarterly print and copy volume.
Please do not pluck figures from the air nor depend on the numbers stated in your previous service agreement. Make sure that you employ a process to come up with an accurate number. Check your print or copy logs from previous months if you have any. If you don’t, you can start making one and let it run for at least two to three months. —
Do not just rely on old or current figures when making an estimate, though. You also need to anticipate your future needs. For example, if you typically have projects towards the end of the year which would require you to use the copier extensively, be sure to factor this is in your computation.
Lastly, avoid overestimating or you’ll end paying for copies you don’t use. Remember, you are going to be charged a fixed amount based on your estimated volume. Whether you use it or not, you pay the same amount. So, in this case, it’s best to underestimate so you won’t end up wasting money.
Inclusions: When assessing a service contract, you do not just zero in on the cost. You also have to know what exactly you are getting.
One important detail you have to check is the response time for the repairs. After all, this is one of the reasons why you are getting this product. Ideally, the provider should be able to send a certified technician in 4 hours or less.
Find out what is included in the contract. Some providers offer what’s called an “all inclusive contract” wherein replacement of consumables (like toners and ink cartridges) and spare parts are already covered. It’s no secret that replacements for these things are not cheap. Hence, you get to save a lot if your provider takes care of them.
Need help choosing the right photocopier service contract for your company? Talk to our trusted and friendly service contract specialists. Visit our website or call us now at 01 460 4444!