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20 Crucial Questions to Ask Your Next Office Equipment Provider | Page 1
As my teachers always liked to say, “There are no
stupid questions.” (Though we’ve all heard some
stupid answers before!)
Before we were able to watch movies on long road
trips, 20 questions was a good way to pass the
time. When it comes to deciding who to partner
with for your copier and other office equipment –
whether for purchase, lease, and/or maintenance –
asking questions is an important part of the
selection process. Truthfully, looking at companies
that sell copiers and selecting the right partner can
make or break how effective your technology
purchase, lease, and/or software implementation
will be.
Buying a copier(s) or pursuing a managed print
services strategy with an office equipment provider
is a big investment in time and money.
This list of 20 questions will help you separate the
contenders from the pretenders, and get to the
answer of who should be your next office
equipment provider.
Ask away.
We’ll start with what we think is the
most important question to ask.
Angie’s List, Yelp, Amazon, we all look at the
ratings before calling in the plumber to look at a
leaky faucet, trying that pizza place around the
corner, or pushing “one-click order” for that
book we’re thinking about buying, right?
Recommendations rule the day.
1.
20 Crucial Questions to Ask Your Next Office Equipment Provider | Page 2
20 Crucial Questions to Ask Your Next Office Equipment Provider | Page 3
2.
For ANY new technology implementation, you should
spend time easing your co-workers through how to
effectively use the new system. However, even the (not
so simple) copier can be a catalyst for change in your
office. A new machine brings new capabilities – and if
you’re implementing new rules around printing, you
need to share that information in a non-threatening and
non-judgmental way. What you don’t want is a “partner”
who hooks up the equipment and you only hear from
when it’s time to renew your contract.
3.
20 Crucial Questions to Ask Your Next Office Equipment Provider | Page 4
Local copier dealers often have relationships with multiple copier manufacturers – this provides a
wider range of options when identifying the right equipment for your business. Local, as opposed to
manufacturer direct operations, are also managed and often owned locally so all decisions about
repairs, maintenance, and customer service are made more quickly. Fast and accurate service is a key
to office productivity – local dealers don't have to negotiate multiple decision-making chains to do
what's right for their customer.
20 Crucial Questions to Ask Your Next Office Equipment Provider | Page 5
What tools and
methodologies does
the provider rely on to
determine where you
are today (the as-is
state) and where you’ll
be in the future (the
to-be state)? Will you
receive documentation
of the plan?
4.
Is your provider
interested in “selling
boxes” and keeping
you supplied with
toner or can they work
with you to include a
variety of office
productivity solutions
(multifunction copiers,
printers, production
printers, workflow
software, document
management, etc.) for
more extensive
projects?
5.
20 Crucial Questions to Ask Your Next Office Equipment Provider | Page 6
20 Crucial Questions to Ask Your Next Office Equipment Provider | Page 7
Take a look at their website. Do you get the
feeling they’re interested in pushing a box of
hardware or an actual solution to help you
achieve your business goals? We are explicit in
our focus – We want to Create Raving Fans®
.
Every customer and potential customer
interaction happens with this in the backs of our
minds. We measure and incentivize for it. We
don’t pay lip service to customer service; we
invest in and deliver stellar customer service.
6.
20 Crucial Questions to Ask Your Next Office Equipment Provider | Page 8
Today’s multifunction copiers, printers, scanners, and
faxes are all IP addressable – which means they are
potential points of entry for hackers. Additionally,
copiers also have internal hard drives for caching
and storing print jobs.
Question your
provider closely
about their
understanding
of device,
document,
and network
security.
7.
20 Crucial Questions to Ask Your Next Office Equipment Provider | Page 9
In the case of managed print services
(MPS), what tools does the provider offer
to show cost reductions and ROI?
8.
20 Crucial Questions to Ask Your Next Office Equipment Provider | Page 10
We all carry fantastic
productivity devices with
us everywhere we go –
our smartphones. Does
the provider have a plan
to securely support
mobile print and mobile
workers?
9.
20 Crucial Questions to Ask Your Next Office Equipment Provider | Page 11
Anyone can replicate an existing
business process. Does your provider
have the expertise to recommend
process improvements and possible
workflow automation?10.
Proper placement of
office equipment can
improve productivity.
Can they help you
identify the optimal
locations to place the
MFPs and printers
in your office?
20 Crucial Questions to Ask Your Next Office Equipment Provider | Page 12
11.
Copier Feng Shui - (in Chinese thought) a
system of laws considered to govern spatial
arrangement and orientation in relation to
the flow of energy (qi), and whose favorable
or unfavorable effects are taken into account
when siting and designing buildings or office
equipment positioning.
What analytics and reports will be shared to
identify bottlenecks and areas of improvement?
12.
20 Crucial Questions to Ask Your Next Office Equipment Provider | Page 13
20 Crucial Questions to Ask Your Next Office Equipment Provider | Page 14
Will new hardware, any required software, and apps
work within your current network and infrastructure
WITHOUT disruption or creating gaps in your network
security? Look for a partner who understands that
office equipment is part of an overall IT strategy, not a
stand-alone purchase or lease.
13.
20 Crucial Questions to Ask Your Next Office Equipment Provider | Page 15
Look for a partner that can manage the complete
range of office equipment – copiers/MFPs, printers
(including production and wide-format), RIPs,
scanners, and fax machines. Also, look for a partner
who can incorporate some of your existing
equipment into a managed print services or
maintenance plan (IF that equipment is still viable).
While no service partner can service equipment
from every manufacturer, many can provide service
and support for equipment that they don't directly
sell or lease. This can keep you from having to
juggle multiple maintenance contracts.
14.
20 Crucial Questions to Ask Your Next Office Equipment Provider | Page 16
A managed print services strategy means
strategically reviewing document output
across an organization, which can mean less
printing. Are they really going to help you
print less and more effectively or are they
leading you to buy more toner?15.
20 Crucial Questions to Ask Your Next Office Equipment Provider | Page 17
This one is the Kermit the frog question. How green can your
provider help you be? While your particular company may not
have a board-driven mandate to focus on green initiatives,
environmentally-friendly efforts are often equally good for the
bottom line.
Can the provider help you with an overall print management
strategy? A print management strategy will help to save costs
on printing – saving the “green” in your wallet. Using less
paper, toner, electricity, etc. are also “green” for the
environment. Any provider you work with should go over
energy-efficient devices and be able to share tips for
decreasing equipment’s’ energy consumption during
out-of-office hours.
Finally for environmental sustainability, how do they dispose
of outdated equipment? Responsibly through recycling or via
a landfill?
16.
20 Crucial Questions to Ask Your Next Office Equipment Provider | Page 18
Your potential partner should readily offer a referral
list of companies that can answer your questions
about what they’re really like to work with. Ask
them if they’re really a “raving fan?”
17.
20 Crucial Questions to Ask Your Next Office Equipment Provider | Page 19
18.
Is your partner strategic or only tactical? You want a
partner who keeps on top of changing technology
trends and can adapt new technology and
strategies to help you succeed in the future.
Copiers and printers
are complex
machines. It requires
focus and effort to
stay on top of the
latest equipment and
to keep skills sharp.
Your service partner's
service technician
training program has
a direct impact on
your speed to
resolution. Over the
past five years, we've
invested over 20.8
thousand hours and
over $1.1 million on
technical training.
We’ve got the awards
and certifications to
prove it!
19.
Advanced MFP Training
20 Crucial Questions to Ask Your Next Office Equipment Provider | Page 20
20 Crucial Questions to Ask Your Next Office Equipment Provider | Page 21
How often are repairs
made in a single visit?
We focus on training our
service technicians,
providing fully stocked
service vehicles, and
assigning technicians
one service call at a time
so their full focus is on
you. Not only are we fast
to arrive (our average
response time is 2 hours
and 37 minutes), but we
resolve 92% of each
service call in a single
visit so that you get back
to full productivity as
quickly as possible.
20.
20
20 Crucial Questions to Ask Your Next Office Equipment Provider | Page 22
Locally operated; we sell, lease, and
service office equipment from many
of the leading manufacturers.
Datamax Little Rock
7400 Kanis Road
Little Rock, AR 72204
Toll Free: 800.482.5772
Datamax Hot Springs
317 Third Street
Hot Springs, AR 71913
Toll Free: 800.364.4255
Datamax Texas
800 Freeport Parkway, Suite 400
Coppell, TX 75019
Toll Free: 800.633.1526
datamaxarkansas.com
datamaxtexas.com

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20 Questions to Ask Your Copier Company (portfolio)

  • 1. 20
  • 2. 20 Crucial Questions to Ask Your Next Office Equipment Provider | Page 1 As my teachers always liked to say, “There are no stupid questions.” (Though we’ve all heard some stupid answers before!) Before we were able to watch movies on long road trips, 20 questions was a good way to pass the time. When it comes to deciding who to partner with for your copier and other office equipment – whether for purchase, lease, and/or maintenance – asking questions is an important part of the selection process. Truthfully, looking at companies that sell copiers and selecting the right partner can make or break how effective your technology purchase, lease, and/or software implementation will be. Buying a copier(s) or pursuing a managed print services strategy with an office equipment provider is a big investment in time and money. This list of 20 questions will help you separate the contenders from the pretenders, and get to the answer of who should be your next office equipment provider. Ask away.
  • 3. We’ll start with what we think is the most important question to ask. Angie’s List, Yelp, Amazon, we all look at the ratings before calling in the plumber to look at a leaky faucet, trying that pizza place around the corner, or pushing “one-click order” for that book we’re thinking about buying, right? Recommendations rule the day. 1. 20 Crucial Questions to Ask Your Next Office Equipment Provider | Page 2
  • 4. 20 Crucial Questions to Ask Your Next Office Equipment Provider | Page 3 2. For ANY new technology implementation, you should spend time easing your co-workers through how to effectively use the new system. However, even the (not so simple) copier can be a catalyst for change in your office. A new machine brings new capabilities – and if you’re implementing new rules around printing, you need to share that information in a non-threatening and non-judgmental way. What you don’t want is a “partner” who hooks up the equipment and you only hear from when it’s time to renew your contract.
  • 5. 3. 20 Crucial Questions to Ask Your Next Office Equipment Provider | Page 4 Local copier dealers often have relationships with multiple copier manufacturers – this provides a wider range of options when identifying the right equipment for your business. Local, as opposed to manufacturer direct operations, are also managed and often owned locally so all decisions about repairs, maintenance, and customer service are made more quickly. Fast and accurate service is a key to office productivity – local dealers don't have to negotiate multiple decision-making chains to do what's right for their customer.
  • 6. 20 Crucial Questions to Ask Your Next Office Equipment Provider | Page 5 What tools and methodologies does the provider rely on to determine where you are today (the as-is state) and where you’ll be in the future (the to-be state)? Will you receive documentation of the plan? 4.
  • 7. Is your provider interested in “selling boxes” and keeping you supplied with toner or can they work with you to include a variety of office productivity solutions (multifunction copiers, printers, production printers, workflow software, document management, etc.) for more extensive projects? 5. 20 Crucial Questions to Ask Your Next Office Equipment Provider | Page 6
  • 8. 20 Crucial Questions to Ask Your Next Office Equipment Provider | Page 7 Take a look at their website. Do you get the feeling they’re interested in pushing a box of hardware or an actual solution to help you achieve your business goals? We are explicit in our focus – We want to Create Raving Fans® . Every customer and potential customer interaction happens with this in the backs of our minds. We measure and incentivize for it. We don’t pay lip service to customer service; we invest in and deliver stellar customer service. 6.
  • 9. 20 Crucial Questions to Ask Your Next Office Equipment Provider | Page 8 Today’s multifunction copiers, printers, scanners, and faxes are all IP addressable – which means they are potential points of entry for hackers. Additionally, copiers also have internal hard drives for caching and storing print jobs. Question your provider closely about their understanding of device, document, and network security. 7.
  • 10. 20 Crucial Questions to Ask Your Next Office Equipment Provider | Page 9 In the case of managed print services (MPS), what tools does the provider offer to show cost reductions and ROI? 8.
  • 11. 20 Crucial Questions to Ask Your Next Office Equipment Provider | Page 10 We all carry fantastic productivity devices with us everywhere we go – our smartphones. Does the provider have a plan to securely support mobile print and mobile workers? 9.
  • 12. 20 Crucial Questions to Ask Your Next Office Equipment Provider | Page 11 Anyone can replicate an existing business process. Does your provider have the expertise to recommend process improvements and possible workflow automation?10.
  • 13. Proper placement of office equipment can improve productivity. Can they help you identify the optimal locations to place the MFPs and printers in your office? 20 Crucial Questions to Ask Your Next Office Equipment Provider | Page 12 11. Copier Feng Shui - (in Chinese thought) a system of laws considered to govern spatial arrangement and orientation in relation to the flow of energy (qi), and whose favorable or unfavorable effects are taken into account when siting and designing buildings or office equipment positioning.
  • 14. What analytics and reports will be shared to identify bottlenecks and areas of improvement? 12. 20 Crucial Questions to Ask Your Next Office Equipment Provider | Page 13
  • 15. 20 Crucial Questions to Ask Your Next Office Equipment Provider | Page 14 Will new hardware, any required software, and apps work within your current network and infrastructure WITHOUT disruption or creating gaps in your network security? Look for a partner who understands that office equipment is part of an overall IT strategy, not a stand-alone purchase or lease. 13.
  • 16. 20 Crucial Questions to Ask Your Next Office Equipment Provider | Page 15 Look for a partner that can manage the complete range of office equipment – copiers/MFPs, printers (including production and wide-format), RIPs, scanners, and fax machines. Also, look for a partner who can incorporate some of your existing equipment into a managed print services or maintenance plan (IF that equipment is still viable). While no service partner can service equipment from every manufacturer, many can provide service and support for equipment that they don't directly sell or lease. This can keep you from having to juggle multiple maintenance contracts. 14.
  • 17. 20 Crucial Questions to Ask Your Next Office Equipment Provider | Page 16 A managed print services strategy means strategically reviewing document output across an organization, which can mean less printing. Are they really going to help you print less and more effectively or are they leading you to buy more toner?15.
  • 18. 20 Crucial Questions to Ask Your Next Office Equipment Provider | Page 17 This one is the Kermit the frog question. How green can your provider help you be? While your particular company may not have a board-driven mandate to focus on green initiatives, environmentally-friendly efforts are often equally good for the bottom line. Can the provider help you with an overall print management strategy? A print management strategy will help to save costs on printing – saving the “green” in your wallet. Using less paper, toner, electricity, etc. are also “green” for the environment. Any provider you work with should go over energy-efficient devices and be able to share tips for decreasing equipment’s’ energy consumption during out-of-office hours. Finally for environmental sustainability, how do they dispose of outdated equipment? Responsibly through recycling or via a landfill? 16.
  • 19. 20 Crucial Questions to Ask Your Next Office Equipment Provider | Page 18 Your potential partner should readily offer a referral list of companies that can answer your questions about what they’re really like to work with. Ask them if they’re really a “raving fan?” 17.
  • 20. 20 Crucial Questions to Ask Your Next Office Equipment Provider | Page 19 18. Is your partner strategic or only tactical? You want a partner who keeps on top of changing technology trends and can adapt new technology and strategies to help you succeed in the future.
  • 21. Copiers and printers are complex machines. It requires focus and effort to stay on top of the latest equipment and to keep skills sharp. Your service partner's service technician training program has a direct impact on your speed to resolution. Over the past five years, we've invested over 20.8 thousand hours and over $1.1 million on technical training. We’ve got the awards and certifications to prove it! 19. Advanced MFP Training 20 Crucial Questions to Ask Your Next Office Equipment Provider | Page 20
  • 22. 20 Crucial Questions to Ask Your Next Office Equipment Provider | Page 21 How often are repairs made in a single visit? We focus on training our service technicians, providing fully stocked service vehicles, and assigning technicians one service call at a time so their full focus is on you. Not only are we fast to arrive (our average response time is 2 hours and 37 minutes), but we resolve 92% of each service call in a single visit so that you get back to full productivity as quickly as possible. 20.
  • 23. 20 20 Crucial Questions to Ask Your Next Office Equipment Provider | Page 22 Locally operated; we sell, lease, and service office equipment from many of the leading manufacturers. Datamax Little Rock 7400 Kanis Road Little Rock, AR 72204 Toll Free: 800.482.5772 Datamax Hot Springs 317 Third Street Hot Springs, AR 71913 Toll Free: 800.364.4255 Datamax Texas 800 Freeport Parkway, Suite 400 Coppell, TX 75019 Toll Free: 800.633.1526 datamaxarkansas.com datamaxtexas.com