Need advice on your photocopier contracts? We're here to help!
The way businesses operate is currently in a state of flux. The changes to the way many of us are working means that office photocopier contracts which might have been fit for purpose even as little as a year ago, may well not be the best way of structuring things for your business now.
Your print, copy and scan requirements in the office will have changed. More staff will be working from home some, if not all, of the time. You might be concerned about having a large machine with multiple users when considering social distancing and want to move back to more desktop machines. The printed output you need might have reduced significantly while businesses recover.
How photocopier suppliers operate
Suppliers of multifunctional printers are under pressure too. Their income is generated through three main streams:
In good times, this arrangement works well for both parties. In times such as these the balance is tipped more in favour of the supplier as it can be difficult or impossible to renegotiate or terminate a lease agreement, and the race is on to tie customers in to an ongoing relationship for as long as possible.
Photocopier contracts to fit your needs
Here at Clarity Solutions we work hard at our customer relationships. We recognise that these are difficult times for many businesses and we want to help. We have over 20 years of photocopier contracts expertise and we strive to come up with agreements that fit our customers’ needs as closely as possible by asking the right questions and taking the time to listen carefully to the answers. That hasn’t changed. We have focused on thinking creatively with our offerings to try and maintain that balance between us and our customers.
If you’re in a position where your current supplier is leaning on you to renew your current photocopier contract with more favourable terms if you recommit early (i.e. now!) for another three or five years you would do well to pause and take stock. It might look like a good deal now if it reduces your outgoings, but you might find yourself trapped in an agreement that isn’t beneficial in a year or so. This is an opportunity to renegotiate with your current supplier or to change suppliers completely.
What are your options?
Even if you have a lease agreement with a finance company, your supplier should be able to restructure it so you can change your machine for something more suitable. For example, more desktop printers might fit the way you’re company is working now instead of one large machine.
If your contract is due to end soon it’s worth asking your supplier if they will extend it on a more favourable in-house pay-as-you-go rental basis which will buy you some time until the economic situation is more stable.
Another option to consider is to set up your machines so your staff can print to them from home. Many multifunctional printers have this capability and it works well if you still have people in the office; see if your supplier’s engineers can set this up for you.
These are all solutions that we have been able to implement for Clarity Solutions customers. If you would like some advice about your current photocopier contracts, whether you’re our customer or not, please get in touch. Call Worcester 01905 721400 / Gloucester 01452 699400, or email firstname.lastname@example.org.
The benefits of a visitor sign-in system from Sharp
We’re having to be more vigilant than ever about the people coming into our business premises, whether that’s staff, contractors, customers or visitors. Having an easy-to-use visitor sign-in system can really help with keeping a record of who is on site, not just for Covid 19 monitoring purposes, but for general security and health and safety purposes too.
Personal touchscreen visitor sign-in system
As well as the Olivetti Thermoscanner which you can read more about here, we also have a visitor sign-in system from Sharp which can be completely customised to your requirements. The Sharp Optimised Visitor Management System is a touchscreen based system for registering people coming into the building that needs little or no interaction from reception staff. If the idea of a communal touchscreen doesn’t feel like a good idea in the current climate, the beauty of this system is that by scanning a QR code on the welcome screen information can also be input using a smart phone. This will give the user the same sign-in experience with the reassurance that they don’t need to touch a screen that has potentially been used by many others.
You can customise this sign-in system to record whatever details your company requires, along with acquiring the data protection consent needed from your visitors to enable you to do this. Beyond the obvious contact details, at the moment, for example, you could ask them to confirm that they do not have virus symptoms, or you could ask them to record their vehicle registration if they are parked in your car park.
On-demand visitor passes
If required the system can be enhanced by connection to an integrated camera, printer and scanner to produce visitor passes on-demand with barcodes that can be scanned on exit. Like everything else with this product, the information that is printed on the visitor pass is fully customisable, so you could also include details of who they’re visiting, health and safety procedures or Covid safety reminders for example. Staff and regular visitors can be pre-loaded so that their arrival is handled efficiently.
Automate receipt of deliveries
If your company has regular deliveries, this technology can handle those too. There is a dedicated Delivery button which couriers can use to record details of what they are delivering and to whom, again fully customisable to your needs.
Choice of screen size
Every business is different, so the screens for this visitor sign-in system come in three different sizes so you have flexibility on the best configuration for the space you have to accommodate it. For an idea of price, the medium 15” screen system is from £18.46 + VAT per week.
The Sharp Optimised Visitor Management System combines all of these features in a powerful tool to help keep you, your staff and visitors safe, in an easy-to-use efficient way. If you would like to know more about this smart system, click here, or get in touch by webchat, email email@example.com or call Worcester 01905 721400 or Gloucester 01452 699400.
Short Term Photocopier and Printer Rental
In this period of uncertainty it is hard to make long term business commitments, yet businesses still need to function, indeed it is essential that they do. Here at Clarity Solutions in Worcester we want to take away the worry about committing to a long term contract for a multi functional printer that you need NOW, but don’t know how long for.
We can now offer a short term photocopier and printer rental scheme for businesses to help you bridge your printing and scanning requirements during these uncertain times.
Traditionally businesses had to commit to a 3 or 5 year lease period but with Clarity’s option you can have an A4 or A3 MFP such as the Olivetti MF222 Plus for only £35.00 + VAT per month backed by a full service contract on a pay as you go basis with no minimum term.
If you need to maintain a degree of flexibility in your financial commitments, while still being able to operate as effectively and efficiently as possible we would be happy to help you achieve that.
You can get more information here or give us a call on Worcester 01905 721400 / Gloucester 01452 699400 or email firstname.lastname@example.org.
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