How to Choose the Best Business Copy Machine for Your Office

Posted on September 22, 2023

Topics: Office Technology

How to Choose the Best Business Copy Machine for Your Office

In the fast-paced world of business, streamlining operations often hinges on the tools we equip our offices with. One such indispensable tool is the office copy machine. 

Selecting the perfect business copy machine is more than just about copying documents. It's an investment in efficiency, reliability, and cost-effectiveness for everyday business tasks, that will make your business more efficient and more profitable. 

For Ontario-based enterprises, understanding what to look for in a business copier can profoundly impact overall productivity. Here are some tips: 

#1 - Print Speed

One of the first aspects to scrutinize is print speed. In the copier realm, this is measured in Pages Per Minute (PPM). A machine's PPM will give you an indication of how quickly it can produce documents. 

Larger offices or those with intense printing demands should prioritize machines with a higher PPM. Additionally, it's worth noting that print speeds can vary between colour and black and white copies. Thus, clarity on both speeds is essential.


  • Understand The Pages Per Minute metric.
  • Differentiate print speed between colour and black and white. 

#2 - Print volume 

Equally vital is the print volume that the machine can handle. Two metrics can guide this assessment. Firstly, the duty cycle provides insights into the number of pages the copier can manage monthly. Secondly, the paper capacity - machines equipped with larger or multiple trays can accommodate diverse paper sizes and cut down the time spent refilling them.


  • Check the duty cycle to ensure the copier can cope with your office’s average monthly printing volume.
  • Ensure the paper tray is large enough to avoid frequent refills. 

#3 - Cost-Saving Features

Cost-saving features can ensure your business maximizes its ROI on its business copy machine investment. Features such as duplexing, which allows for double-sided printing, not only save on paper but lend a professional touch to documents. Moreover, an energy-efficient machine ensures you're saving on long-term electricity costs. Advanced machines even come with in-built print management tools, empowering offices to monitor and curtail wasteful printing.


  • Double-sided printing can save money.
  • Energy efficient copiers can help save electricity costs.
  • In-built print management can eliminate wasteful printing.

#4 - Multifunction Capability 

Today's office environment demands multifunctionality, and modern copiers deliver just that. Beyond mere copying, many machines come equipped with scanning, faxing, and emailing functionalities. The multifunction capability ensures that offices get an all-in-one solution, making operations smoother. Moreover, connectivity is a feature to consider. A machine that seamlessly integrates with your office network, facilitating features like cloud or wireless printing, can be a boon.


  • Evaluate what functionalities your office needs from a business copy machine.
  • Ensure the machine integrates seamlessly with your office network.

#5 - Intuitive Interface

Advanced features should not come at the cost of usability. A copier should be user-friendly, boasting an intuitive interface. Touchscreen displays and clear menu options can enhance user experience significantly. On the flip side, maintenance and support are equally crucial. Machines known for their reliability, coupled with robust customer support, ensure that operations aren't hampered due to technical glitches.


  • Look for touchscreen displays with clear menu structures.
  • Opt for machines known for reliability.
  • Look for machines that are backed with strong customer support. 

#6 - Understand All of the Cost Implications

Lastly, while the initial investment is a determining factor, the long-term cost implications should be carefully weighed. Recurring expenses, like the cost of toners or ink and their respective yields, play a substantial role in the total cost of ownership (TCO). Furthermore, a comprehensive warranty can shield against unforeseen repair costs. Investigating service plans or maintenance packages might also provide long-term value.


  • Evaluate the price of toner or ink, and how many pages one cartridge can produce.
  • Look for warranties
  • Explore service and maintenance packages that offer better value. 

The journey to find the best business copy machine is a blend of assessing current requirements and future-proofing needs. With the perfect copier in place, not only are daily tasks complemented, but they are significantly enhanced. 

For enterprises in Ontario, the quest for optimal office technology becomes smoother with knowledgeable guides like OT Group leading the way. Need help? Contact our team of office technology experts today

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