Currently looking to save money when choosing the right copy and printer service provider for your business?
Saving money choosing your copier service and office equipment for your small business is proving more difficult than you might have imagined. There are many factors to consider and your time is money. Still, the most important factor of all when it comes to saving money is finding a provider you can trust. (Forbes highlights this topic here, and Copy Tech sides with them!).
To save you time (and money) sifting through websites, Copy Tech shares 7 quick tips to help guide you in selecting a professional and effective printer and copy service repair provider. By following these guidelines, you'll save money and find the best fit for you.
1. SAVE MONEY WITH TIMELY SUPPORT AND RESOLUTION.
One of the most important aspects to look at when searching for a new copy and printer repair service provider is making sure your service technician is a trained troubleshooter, especially in instances that your machine is facing a small problem.
The service technician should be willing and able to re-seat any software on the copier as well as having the skills to reprogram error messages that continue to pop up. Great service teams may also be able to assist your copier issues remotely or over the phone, saving you time and eliminating an on-site appointment.
2. SAVE MONEY WITH TIMELY SERVICE RESPONSE AND COMMUNICATION.
How long does it typically take for your service technician to contact you once you’ve placed a service call? When it comes to office copiers, a great service technician should be contacting you within two hours of your service request, following an on-site visit within four hours or less, no matter what. Their job is to serve you and the needs of your machines.
Dealing with a broken or malfunctioning copy machine can really delay an office’s work productivity, so it’s important the service technician provides you with instant communication. Reading customer reviews is probably the easiest way to learn how quick a company’s response time is. Or just ask for their average response time. Each dealer should be monitoring this on a continual basis.
3. SAVE MONEY WITH PROACTIVE UPKEEP OF PARTS AND MACHINES.
Just like people, refurbished copiers, and printers need upkeep, too. Depending on the terms of your contract, your service provider should regularly visit and check on the maintenance of your machines, just to make sure everything is running smoothly.
Your service technician may also leave extra supplies for your machine when they visit, such as toner, so you don’t have to wait to order it when you run out. Make sure to check your contract terms to see what maintenance upkeep services your company has access to.
4. SAVE MONEY WITH EASY ACCESS TO YOUR COMPANY ACCOUNT.
It should be very easy for you or your office manager to manage, track, maintain and update your machine inventory and parts. The most effective way to do so is through an Online Client Portal, where you can easily place service calls, supply orders, and enter meter readers.
Having an online portal allows you to have everything you need in one place where you can access it at any time of day. Access is everything. Is there an online portal? Can you book service and understand your bill easily? If they aren't accessible, then they aren’t thinking about what is easiest for your small business.
5. SAVE MONEY BY UTILIZING MULTI-SKILLED AND EXPERIENCED TECHNICIANS.
During the frantic moments when your copier printer scanner machine breaks down, your main goal is to get the machine back up and running as soon as possible. To do so, your service technician must be experienced and skilled to fix a multitude of problems at that a specific time. It’s a huge waste of time to have a service technician come out to find later out he then has to call someone for back up.
You also want to make sure that technician can fix multiple problems in one visit, instead of having to come back on a later day. Find out how much inventory they carry on their vehicle to resolve problems. A serious service business will invest in parts and supplies for common brands (for example, parts for a Konica Minolta or Ricoh machine) to ensure they can get you up and running the first time, every time.
6. SAVE MONEY WITH SERVICE CALLS THAT ARE A PLEASANT EXPERIENCE.
Let’s face it, there really isn’t anything pleasant about a broken copy machine. In fact, it’s usually the opposite feeling. With that being said, there’s nothing better than your service technician showing up, on time, with a smile on their face, and ready to help.
Having a happy service technician shows their dedication to helping you, along with showing that they really do love the company they are representing. Company loyalty is important and makes you feel even more assured that you have trusted the right individuals to provide their services to you and your company.
7. SAVE MONEY ON YOUR CONTRACT OBLIGATIONS AND SERVICE AGREEMENTS.
Nowadays, we tend to skim, or even flat out skip over, parts of a contract that we are really supposed to be closely reading and understanding. This can potentially leave you or your company stuck with a provider that really isn’t the best fit or you or a maybe that service provider doesn’t meet your expectations.
It is crucial to read over each and every part of the contract, or Service Level Agreement (SLA). You need to have full understanding of the services you are paying for as well as the services you are requesting to be met.
Any questions or concerns you may have up front about the SLA should be asked and reconciled before the agreement is signed, to ensure your needs will be properly met. This allows you and the service provider to have an open understanding of what the services entail, eliminating the fear of being left in the dark.
All of these quick tips can be easily researched by simply reading the online reviews or contacting each company that you are considering to be your next copier and printer service provider. It’s important to remember that not all printing and copy machine service repair companies are the best fit for YOUR company. Your company is unlike any other company, meaning that your needs are very specific and individualized. Take this into account to make sure you chose the company that will provide the very best for you.
We continually monitor this information and so much more so that we can provide our clients with the right copier and printer service. If you want to learn more about how office technology can give you peace of mind and help you win more business, please contact one of our business technology consultants and let’s start a conversation today.
Explore the Copy Tech website for additional info on service & repair. Have questions? We have answers to save you money! Call us at 972-488-2808.
Written by Chris Scowden
Chris Scowden is the husband to a wonderful wife, Michelle. Together they have 3 daughters, ages 13, 10, and 9. The Scowdens live in Prosper, TX and have been part of the Dallas community for over 20 years. Chris leads Copy Tech with over 25 years of Executive Leadership and Business Transformation experience. He is passionate about small business and believes it is the lifeblood of our country.
We are living through unprecedented times with a lot of uncertainty and fear in the world. Copy Tech supports your business in every way that we can. If you are navigating through the transition of working from home, let us know. We have partnered with Ring Central and our equipment suppliers to create solutions for working remotely. Contact Sales@CopyTechSys.com for more info.