Beyond Computers: Technology for Your Office

Everyone knows that technology can increase productivity and improve efficiency. But it's easy to forget that information-age technology goes beyond state-of-the-art computer systems.

The right non-computer technologies — from photocopiers to telephones to fax machines — can greatly improve your company's ability to communicate and manage information. But choosing such equipment can be tricky. Rapid technological advances and falling prices make for difficult purchasing decisions. Buying a machine with unnecessary features may waste money, just as buying inadequate office technology could slow your firm's growth.

Here are tips about what to consider when buying non-computer office technology:

Fax machines. The most important consideration when buying a fax machine is how often you expect to use it. If you don't use your fax machine often, there's no need to pay for fancy features. But growing businesses who send or receive more than 15 faxes a day will want these features:

1. Plenty of memory. You need enough to hold at least 20 pages.
2. Fast transmission speeds. Pages should transmit in no more than 9 seconds.
3. Multiple location faxing. This feature lets you send one fax to several different recipients.
4. A large paper tray. Insist on a capacity of at least 150 sheets.

Telephones. A recent Staples catalog included 30 different telephones, ranging in price from $29.99 to $449.99. Whatever you spend, make sure you get the features you need:

1. Multiple lines. The number of phone lines you need depends on how many employees you have and how much they use the phone. Extra phone lines can be expensive, but may be worth the investment: Nothing says "unprofessional" like a busy signal.
2. Intercom. This may be necessary if you and a partner or close collaborator occupy separate offices in the same building.
3. Speakerphone. This feature is essential for conference calls.
4. Caller ID display. You may want to know who's on the other end of the phone.
5. Voice mail. Some high-end phones come with voice-mail features that give callers information and route the callers to the proper person — perhaps saving you the cost of a receptionist. Voice mail systems also are available as separate units.

Photocopiers. Ask these questions before buying a copier:

1. How often will you use the copier? If it will be running frequently, you may want to pony up for the reliability and service that come with a newer model.
2. Do you need to make high-quality copies? If graphics are an important part of your business, you'll need a high-quality color copier. For most other purposes, such as photocopying press clippings or resource materials, a less expensive black-and-white model will suffice.