Finding The Right Copier For Your Houston Business Part II
3. Proactive Upkeep of Machines and Parts
Copiers require upkeep, just as people do. Depending on the terms of the contract, the service provider that you choose should visit regularly and check on the maintenance of your equipment to ensure that everything runs smoothly. The service technician may also leave additional supplies for the machine during each visit, such as toner so that you never have to wait to order once you run out. Ensure that you check the terms of the contract to find out what maintenance upkeep service your company enjoys access to.
4. Easy Access to Your Company Account
You or your office manager should have an easy time tracking, managing, maintaining, and updating the parts of the office printer as well as the inventory. The best way to do this is using an online portal, where you can place service calls, supply orders, and input the meter readers of your device easily. Meter reading is of great importance to the service provider so that they are able to accommodate your needs (i.e. service, supplies, machines) as your business grows. The online portal allows you to have everything that you need in a centralized location where you can access it at any time of day. Access is what matters. Are you able to call, text, or email your provider with service requests or orders? If not, then they are probably not thinking about what’s easiest for you.
Your primary goal during the panicky moments when the office copier breaks down is getting the machine back up and running without delay. To do that, the service technician should possess the skills and experience needed to fix various problems at that specific time. It would be a huge waste of time to have the service technician come only to discover later that he also has to call someone else for back up. It is also important to ensure that the technician is capable of fixing multiple problems in a single visit, instead of having to come back another day. Find out the amount of inventory the technician carries on their vehicle to resolve issues. A top-rated service provider invests in supplies and parts to make sure that they are able to get you up and running the first time, each time.
6. Service Calls Should Be A Pleasant Experience
The truth is that there never really is anything pleasant about a broken copier. It is usually the opposite feeling, typically. Having said that, nothing is as good as having the service technician show up on time with a smile on his face and ready to offer the necessary assistance. A happy service technician shows their dedication to helping you and shows that they really love the company they represent. Company loyalty is an important aspect and helps you feel more assured that you have placed your trust in the right individuals to provide their services to you as well as your company.
7. Awareness of Service Level Agreements and Contract Obligations
Today, we often skip or skim over sections of a contract that we are actually supposed to be reading closely and understanding. This can, unfortunately, leave you or your company stuck with a provider who is really not the best match or perhaps the service provider is unable to meet your expectations. You should ensure that you read over each part of the Service Level Agreement or contract. It is important to have a complete understanding of what services you are paying for and the services that you are requesting to be met. Any concerns or questions that you might be having upfront about your SLA should be asked and reconciled before signing the agreement, to make sure that your needs are properly met. This will help you and the service provider to have a good understanding of what the services involve, therefore eliminating the fear of being left in the dark.
Buying big office equipment for a business is an important decision that you must make to ensure the growth and success of your business. It might take a bit of time to find the best service provider and copier for your business, but the investment in terms of research is definitely worth it in the end.