Go Beyond Printers and Copiers: Why Mailing Equipment Is A Game-Changer

The competition in today’s fast-paced business world is merciless, allowing only the most experienced companies to profit and stay in business. Those companies at the top know that for a successful business, you need adequate mailing equipment to aid you in your day-to-day endeavors.

Office Essentials

One machine your office can’t do without is a high-performance printer or multifunction copier that encapsulates the features of printers, copiers, scanners, and fax machines all in one.

These machines not only take the burden off your employees and ensure that your business runs smoothly. They also increase workflow and make you more productive. As a result, your business grows in ways you couldn’t even imagine.

These unexpected benefits increase the need for a reliable, fast, and high-volume printing machine. However, it is crucial to know where to find that kind of printer or copier, what features would suit your business the most, and how it fits into your budget.

How to Choose a Suitable Printer or Copier

Printers and multifunction copiers have few differences today. They’re both connected to your computer either by a cable or through a network. That being said, choosing the one that best fits your business needs is similar. You’ll need to think about what your business requires in terms of speed, printing volume, color versatility, and memory.

Printers and copiers come in black-and-white or color. Businesses centered on producing high-quality images, posters, graphs, flyers, etc., usually opt for color printers. Monochrome printers are suitable for companies where vibrant colors aren’t a necessity.

The right printer or copier’s speed and printing volume is dependent upon how many copies you need per minute and how many employees you have per device. If you’re printing more than 10,000 pages per month, you’ll need a copier that prints 40 pages per minute. Alternatively, if you only have one or two copiers for the whole office, your machine needs to be fast and reliable.

Lastly, you need to think of your business budget. Color printers and copiers with higher printing speeds will be more expensive than black-and-white copiers or copiers intended for low printing volumes. However, if you’re on a tight budget but still need high-end mailing equipment, you can decide to rent or lease a copier and get the best of both worlds.

Other Pieces of Mailing Equipment

Aside from printers and copiers, your office will benefit from pieces of equipment like duplicators, shredders, mailing meters, and folders or inserters.

Duplicators

Duplicators are machines that duplicate a single master copy into hundreds of documents. They might sound like copiers, but some crucial differences might even give duplicators an edge over copiers.

Duplicators create a large volume of copies in very little time. This is due to their technology, which works by scanning and planting the original image into a wax master and using a spinning drum filled with ink to transfer it to hundreds of new copies.

The efficiency of duplicators is owed to the gel ink they use. It’s fast-drying and enables the duplicator to make 130 copies per minute. Gel ink is also much less costly than regular ink used by copiers.

Shredders

Paper shredding machines are a mandatory piece of equipment if you want to ensure zero distractions, maximum productivity, and ultimate security. Shredders are part of office waste management and organization. They ensure your work environment stays clean by preventing piles of paper from accumulating on your desk and taking up precious space.

By getting rid of old documents, you also protect your business and your clients’ privacy and sensitive data that might end up in the wrong hands if you just throw it out in the trash. In addition, shredding paper encourages more businesses to recycle and lower their environmental impact. If you worry about where your paper is going when you’re putting it up for recycling, shredding it first will help you sleep at night.

Mailing Meters

A mailing or postage meter is a printing device that creates and prints postage stamps on items you plan to mail. They’re convenient for businesses that send large numbers of envelopes daily as they save time and money. You can get various discounts and lower prices for certain mail weights, keep a close eye on your postage costs, minimize mistakes, and reduce the number of trips to the post office.

Bigger postage meters can have additional features like folders, inserters, weighing scales, etc., additionally increasing your office productivity and efficiency. Postage meters also give your packages a more personal touch since you can put a logo of your brand or a certain message that speaks to your clients on the postage stamp.

One aspect specific to postage meters is that you can’t buy them on your own. The United States Postal Service regulates them, so you can only obtain them through authorized dealers or manufacturers.

Folders/Inserters

Inserting machines, also called folders/inserters, are machines that sort documents into envelopes and ensure that you won’t have to manually seal an envelope ever again. They might seem like unnecessary clutter in your office, but if you have a large volume of documents that require immediate folding, they’ll do a much faster job than human hands.

In addition, the documents will be folded according to specific size requirements, with clean fold lines and no creases that an employee might accidentally create in a rush. Inserters also seal the envelopes shut, so there’s no room for mistakes and no need for multiple people to shift around the office.

All that makes the mailing process more streamlined and with no delays. Depending on your business needs, you can choose between different folder/inserter types. Some fit large volume uses, while others are more suitable for smaller businesses.

Find the Perfect Mailing Equipment for Your Business

Regardless of your business size or type, you probably spend hours printing, copying, sorting, and sending mail. Not having proper mailing equipment can significantly interfere with your work and set you back in terms of time and money.

To avoid present and future issues that old or low-end mailing equipment may bring, find a reliable service like Duplicator Sales & Services. We assist businesses in Louisville, Lexington, Elizabethtown, London, and Paducah in making only the best decisions for their business. Contact Duplicator Sales & Services today and furnish your office with the finest mailing equipment.