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The Most Essential Pieces Of Office Equipment
Starting a business is so much more than a great idea. It’s great planning, great management, and a great understanding of what makes all the most successful businesses work. 

Don't underestimate the impact a well equipped office will have on the running of your business. Investing in the right office equipment in the right way can save you a lot of time, money and effort, and allow you to concentrate on making your business a success.

1. Desktop Computers or Laptops
There is absolutely no denying that a laptop or desktop is the most vital piece of office equipment in the 21st century. Every business decision you make will likely go through your computer in some way, whether through an email, research, data analysis, or theoretical simulations. Computers are calculators, translators, word processors, photo editors, and most importantly a global network. 

2. Printer/Photocopier/Scanner
Yes we live in the 21st century, and yes emails are sent at the speed of light hundreds of times a day, but the importance of keeping hard copies of emails, information and business decisions can separate a great business from a failing business. A photocopier will allow you to make multiple copies of a document that you haven't got an electronic version of, a scanner will allow you to file it digitally, and a printer will allow you to print that digital copy out years later when all hard copies have been destroyed or lost. It goes without saying that printers, photocopiers and scanners are seamlessly connected and help an office run smoothly. 
Printers will not only print wordy documents, they are able to print high quality images and photographs onto a seemingly endless range of printer paper. Your business may be hosting an event to publicise your brand, with a good quality printer and photo paper, you can create and print leaflets, posters, and temporary signage. Approaching your marketing this way will save you money, and allow you to exercise your creativity. 

3. Office Stationery
The importance of keeping pens and paper close to hand cannot be understated, with a new business, ideas for growth can happen anytime and anywhere, and it is frustrating if you cannot get those ideas down on paper. You also run the risk of forgetting your groundbreaking idea, which could be very disheartening. Having paper to hand when you take an important phone call is also vital, you can be given important information at anytime and committing that information to memory is unreliable. Having hard copies of information is great management practise.
Obviously it is impossible to rank the importance of any singular piece of office equipment as it differs for every company and business. If you deal in sensitive client information, a shredder is a vital piece of machinery, where this may not be vital for a company that practises exclusively on a digital platform.
We wanted to highlight the importance of printing and photocopying for a new business. We offer equipment renting that guarantees you get the latest technology and superb maintenance from highly experienced engineers.  Unsure of why you should consider renting your office machinery? Check out this page. Or give us a call on 0800 953 1597 for more info. Find your nearest branch here.
Getting The Most Out Of Your Photocopier
Despite modern technology allowing us to instantly send and receive important documents via email, the photocopier is still an essential piece of office equipment. Proper maintenance of this machine seems to have been lost as employees consider the care of the photocopier someone else’s duty. However, photocopier neglect can dramatically reduce the life of your machine, and put your business on hold for a sustained period of time.

Here are our top tips for proper photocopier maintenance which could save you time and money in the future.


Dust may look harmless and unnoticeable, but it is not. A build up of dust on the most essential parts of the photocopier can cause it to malfunction without warning. Common places dust can build up is the fans and electronics. When the fans are blocked by dust, the photocopier is not properly ventilated and can overheat causing a catastrophic malfunction for your machine. Similarly, when dust is allowed to settle on the electronics, it can affect their performance. You’ll often be unable to diagnose issues with your machine as being dust related unless you look inside and actually observe the build up. Weekly cleaning is recommended to help prevent future issues.

Touch Screen

How big is your office and how many people use the photocopier each day? When was the last time the screen was cleaned? As well as being vital for sanitary reasons, cleaning the screen can maintain screen responsiveness. It could prevent a future incident where you meant to press 10 copies but you accidentally pressed 100.

Glass Screen

Consistent use of the photocopier will inevitably leave marks on the glass screen and will affect prints in the future. These marks are often subtle and usually go unnoticed until you’ve printed a hundred copies of that important document and then notice a smudge at the bottom of the page. Proper maintenance of the screen is easy really, purchase any of the numerous screen cleaners available on the market and periodically clean the screen. Remember to dry the screen after cleaning to avoid causing any marks or scratches.

Paper Jams

When a paper jam happens the machine will automatically stop, and it will not start again until it cannot detect anymore paper in the machine where it shouldn’t be. This practise is very reliable, however as we’re sure you know already, when taking paper out of a paper jam, it has a tendency to rip into tiny fragments. If you experience a paper jam make sure you remove all the evidence carefully, and double check that nothing remains. Tiny fragments of paper are flammable and can cause serious damage to your machine under certain circumstances. If the machine is getting very hot and paper remains inside, this is a serious fire hazard and will be catastrophic for your business.

Our Servicing

We are extremely proud to be able to remotely monitor all of our machines with our Data Capture Service System. We can be alerted of any machine issues, servicing needs, parts in need of replacing, and meter readings. This means that providing you take good care of your machine, we’ll be able to spot any other serious issues with your machine, sometimes before you notice anything yourself.

We take an active role in the maintenance of your hired or leased machine as we know how important it is for the smooth running of your business. Find out more about our brilliant Equipment Servicing.
Printer Jargon Explained
Buying a printer, photocopier, or scanner can be a complex decision if you don’t understand the jargon. In this post we explain some of the most common terminology you’re likely to hear or read when looking for your next printer.

PPM (Pages per minute)

A home printer is likely to print between 5-20 pages per minute, with the colour print likely to be much slower than the black. With higher end printers such as the printers in our catalogue, the PPM can range from 22 up to 75. This is an important aspect to consider when you will be primarily using your printer for a business. Will you be printing large documents all at once? Do you print many copies of the same document? A faster PPM will not necessarily impact on print quality and will save you time.

DPI (Dots per inch)

This is the resolution of the image or the quality of the printer document. A higher resolution looks sharper and clearer which is especially important for printing images, for text documents, the resolution doesn’t matter so much. Dots per inch is the amounts of dots that fill 1 square inch, typically displayed like 600x600dpi. With DPI the higher the better generally, but anything over 1200 can’t generally be noticed as being different. The best quality A3 colour MFPs we offer has a DPI of 1200x1200.

CMYK (Cyan, Magenta, Yellow, and Key (black))

The four colours you need to produce any colour available. With home printers, Cyan, Magenta and Yellow are usually bought as a single cartridge, but higher end machines will come with them separately. For businesses, the machines you use will generally take between four and eight toner cartridges.
All machines will have Cyan, Magenta, Yellow and Key. But some may have Light Cyan, Light Magenta, Light Yellow and Grey.

RAM (Random Access Memory)

This determines the size of the document or image you can print through your device. Having higher RAM allows you to print better quality documents and images and speed up the process of your print. A low end business printer could have between 32MB to 128MB of RAM, whilst higher end machines could have between 256MB to 1GB. It really depends on your planned usage, if you plan on printing high quality graphics, or printing a lot of documents from a lot of computers, then you will need a higher amount of RAM.

GSM (Grammes per Square Meter)

This is the standard paper weight, and standard paper is usually 80gsm. The higher the gsm the thicker the paper will be, it is important to find your favourite paper weight and style. For a comparison, cheap paper will be around 75gsm, whilst business cards are usually 300gsm.


Duplex printing means double sided printing. This is an important feature id you are a business looking to print many documents and save on paper usage.
We hope this has helped you, if you have any questions regarding printer jargon, or looking for your next printer hire or lease, get in touch. See our Why Rent? and Why Lease? pages for more information also! 
Buying a Printer vs Renting a Printer
How to Choose Whether to Rent or Buy a Printer?
So you're a business and you need a new printer; to buy or to rent, that is the question.
Buying a Printer
Well, buying a printer is a fantastic option for you. That is if you are willing to search through hundreds of printer options where prices can be anywhere from £25 for a low-quality option to £100,000 for the most advanced office option. But let’s say you find one that is in your budget and you are satisfied with the quality.
Then you are hit with the realisation of the continued cost of stationary for it. In many cases the on-going cost of consumables is more expensive than the original printer. Consumables include paper, ink, toner, and maintenance. It must also be noted that the price of these consumables can and will fluctuate. This is unavoidable.
Okay so now you have balanced your budget and can manage the cost of the stationary. Your machine then breaks and is out of action until you fix it, or you call a technician out. For every minute you’re without your machine your business is losing money, and you’re losing time.
Two years later and thankfully your printer had no more issues, it still works, but it is outdated technology. The new model does everything your printer does and more. You decide to sell. But who is going to buy an old outdated printer, it isn’t a good investment for someone in the future. Binning it? Not likely. Think about data protection, machine disposal is not as simple as it once was.

Renting a Printer
Renting a printer is a fantastic option for you. Our catalogue is filled with the latest technology at an affordable price. We have A3 Colour MFPs ranging from 22ppm models up to 75ppm devices, A3 Mono MFPs ranging from 22ppm to 60ppm models, and colour and mono A4 ranges. All this equipment can be rented over a period of time suitable to you and with a payment plan that is affordable for your business.
When you rent a printer with Equipment Rentals you can be assured that if your copier parts needs replacing, we will replace it free of charge. If your printer needs more toner, we will replace that too – free of charge.
More often than not, we actually notice your machine is broken before you do; we regularly remotely monitor your equipment and will send out a highly skilled technician to fix any machine issues, service the machine, or in the event we cannot fix the machine, we’ll replace it.
While you’re renting the machine a newer model comes out. It has better specifications and will suit your needs even better. Not to worry, cancel the contract and take out another rental. This will not affect your chance to rent with us, and in fact we understand that it makes perfect sense! That’s why we offer short and long term rental, not just leasing.

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