My Take on Office Equipment for Small Businesses

When starting a company, office equipment can be a very difficult issue due to the high cost and the sheer number of competing products. To a degree, the decision on what brand to go with depends largely on your expected use. For instance, if you are a GIS mapping consultant, your needs will deviate significantly from a daycare provider or a solo practice attorney. Coming from a personal perspective, I recommend the following brands within a series of different product categories.

Certain Types of Office Equipment to Avoid and Why!

Laptops are cool...but do you absolutely need one?

Generally, avoid laptops unless you “require” mobility. Laptops are compact all-in-one computing solutions that seem inexpensive at first but may actually cost you more in the long term. The reality is that laptops require a series of compromises to make them portable. Manufacturers have to squeeze in a battery which is prone to failure over time. Computing power is reduced to keep the system efficient which results in rapid obsolescence. Cooling systems are limited which can impact performance. Space is at a premium which limits scalability (e.g. adding a hard drive or a new graphics card, etc.). A user will often have to purchase peripheral items such as external data storage devices, USB hubs, docking stations, etc.

Expensive!!! Only get one if you absolutely must have one!

Unless you really, really need one, photocopiers can be an expensive luxury. They combine abilities like scanning, printing and photocopying, but the monthly expense can be a burden. Most copier leases have a monthly payment as well as per copy charges. Toner, paper and other expenses can really add up for a large (admittedly capable) machine. Additionally, due to a copier’s complexity, it can easily break down or jam resulting in downtime and potentially costly repairs or maintenance. (If you need one Kyocera is generally the best brand for the lowest cost...)

These are jack of all trades, master of none.

All-in-one color laser printer-scanner-copiers are all the rage but have distinct downsides. These are somewhat like mini-copiers. Their complexity can lead to expensive repairs and maintenance. Unless the all-in-one is extremely expensive, the printing and scanning speeds are low, and the toner costs are typically high. Most all-in-one units have multiple toner cartridges for all the colors, and here’s a secret, many of them use all the colors for printing…not just the black toner. This means that you are replacing all the cartridges even when the majority of your prints are black and white.

What has Worked for Me!

Computing – Apple vs. Microsoft and other issues

If you can't scale, you have to replace, and that's big $$$.

Generally, desktop computer systems are more robust, powerful, scalable and longer lasting. It only makes sense. Desktops have more space inside the CPU for heat dissipation and for adding additional components at need. They typically have many more ports for cable connections of various types and are generally more capable. In terms of manufacturer, there are different reasons driving customer loyalty such as dependability, price, availability of software, aesthetics, and capability. Some users prefer Apple products to the exclusion of anything else…particularly due to ease of use, general dependability and focus on graphic and video production. Others prefer IBM compatible products for ease of modification, customization, compatibility, lower cost and a wider range of software options. It’s up to the individual user and their preference. (Historically, I have had excellent service for my Dell systems. They stay on top of the necessary software and driver updates and have very robust technical support systems.)

Desktops are just more powerful.

Printing

Basic, inexpensive, dependable.

The first step is to determine what your needs will be. If you are printing 60 inch maps, you will have to obtain a specialized printer. If on the other hand, you are printing photographs or largely just text documents, your needs will be substantially different. (For text documents, I have found basic Brother printers to be the most cost effective.) You can obtain a black and white laser printer with reasonably priced toner, good printing speed and good resolution for a very competitive price. If your needs are different, carefully assess those needs and compare based on:

1.      Up front price;

2.      Price of toner replacements;

3.      Page per minute printing speed;

4.      Available Resolution;

5.      Model dependability, etc.

Scanning

Simple, uncomplicated, inexpensive.

Again, if your needs include scanning unusual sized documents or high resolution pictures, you will need a specific scanner. If you are in need of a simple, letter-sized scanner, then the best option is typically a “bread box” scanner that can scan quickly and accurately for low cost and maintenance. (I have been using Fujitsu Scan Snap products for years.)

In conclusion, be careful to get equipment that will fit your needs AND your budget. Having a very pricey photocopier that scans at high resolution and prints color photographs is great, but if you only use it a couple of times a year, is it worth it? Get office equipment that you will meet the majority of your needs at a price you can afford.

Curry Andrews, Attorney