Not having all the necessary tools in your office can limit your ability to complete a job on time. It’s likely you can think of many of the important elements of your office immediately, like computers, printers, paper, pens and pencils, but what else do you need? Be prepared before you need to complete the project by including a laminator, binding machine, and paper cutter in your office. If you anticipate handling currency or disposing of confidential documents, also consider picking out a money counter and/or paper shredder.
I have chosen these five office products because of the frequency in which they can be used to complete projects, organize documents, maintain security, or be more precise. All of these utilities are important in creating a successful work environment and can be added to your office at a reasonable cost. I have put together a list of very brief buying guides for each of the five categories below.
Laminators
Laminators can be used in conjunction with binding machines to create professional-looking booklets, or by themselves to protect documents and images. The type of laminator you choose will greatly depend on the size of documents you intend to laminate.
There are two main types of laminators: pouch and roll. Pouch laminators are best for smaller documents that require a sturdy laminate, like ID cards. Roll laminators are best suited for wider formats, thin paper, and photographs. Roll laminators are less restricting because a the dimensions of a page are limited only by the length of the roll of film. For a pouch laminator, the page you wish to laminate must fit inside a pouch before you proceed.
For general office use, a moderate sized roll laminator is usually sufficient. Check out the GBC HeatSeal Ultima 65 which is easy to use and perfect for most standard sized documents.
Binding Machines
Binding machines are vital in creating professional presentation and marketing tools for your business. There are a variety of binding styles including: coil and spiral, comb, glue, stitch, and staple. Typically, coil, spiral, and comb binding are used in business settings. These machines are the easiest and least expensive to operate and can be stored in a relatively small space.
Before you decide on a specific binding machine, consider the types of binding that may be common in your office. Determine the necessary maximum specifications in terms of the machine’s punching and binding size capabilities. For instance, if you will be binding legal size documents, the binding capabilities must be 14” or more. Depending on the number of pages you will typically binding, consider machines that are capable of punch more or less sheets at a time.
Finally, investigate the cost of supplies needed for a normal job. How much are covers and coils or spirals for your new booklets? Will you be making hundreds or just a few? Generally, plastic binding options are less expensive and easier to use, but for binding larger documents or to prevent breaking a binding, metal may be a better option. For small to medium size work loads, you can find a sufficient binding machine like the Akiles Coilmac for under $400.
Shredders
Paper shredders are imperative to maintaining the security in your office. When you are dealing with a client’s or your own confidential documents, don’t second guess yourself, use a shredder to ensure the information is safely disposed of. There are many shredders that are capable of providing at least a minimal level of security in an office. Shredders range from desk side models to departmental models. Choosing the right shredder will depend on your business’s shredding scope and size.
Desk side shredders are best for one to three users with minimal shredding needs. Commercial office shredders are intended for use in larger departments with higher shredding demands. Depending on the necessary security level within your office, you may want to consider purchasing a high security paper shredder with a locking waste basket. High security shredders use cross cut technology to cut paper, and other materials, into indecipherable bits.
Paper shredders also come with extras like the ability to shred CDs and DVDs or an automatic shut off feature to prevent paper jams. Consider GBC’s Shredmaster line of shredders to fulfill your office needs.
Paper Cutters
Paper cutters help cut down time for completing large projects or help straighten edges for smaller scale presentation handouts. Either way, paper cutters are an important addition to any office. Decide on the paper cutter that is right for you based on the amount of paper you intend to cut at one time and how wide the documents are that you intend to cut.
The most common type of paper cutter is the guillotine cutter. The guillotine cutter uses a large swinging arm to cut through paper laying flat beneath it. These cutters come in various sizes and cutting capabilities that are perfect for small to medium work loads. Guillotine cutting blades are replaceable in most cases and if not, they a removable to enable sharpening.
If you intend to cut large amounts of paper frequently, electric and hydraulic powered paper cutters are capable of making identical cuts repeatedly with little to no manual operation. Also, these models typically have LCD displays so the user always knows what the machine is doing. Check out the Duplo 490 Hydraulic cutter for large scale precision cutting.
Money Counters
Money counters are vital to the success of any business that accepts currency, particularly cash, especially in large amounts. Money counters increase precision and productivity, and reduce the time needed to count bills. Counters are available with counterfeit detection capabilities that can cut down on fraudulent activities and reduce potential losses as well. Don’t continue to count and recount when you can make a small investment in ensuring you’re always right!
Currency counters are available with a variety of individual specifications and features including: a certain number of bills per minute, UV/MG counterfeit detection, LED displays, and variable counting speeds. Additional features will increase the price of the unit, but may greatly increase your business’s productivity. Consider the Industria MX-2000 Dual currency counter with counterfeit detection for your office or business.
I hope this list was helpful in clarifying the reasons why your office may benefit from the addition of one or all of these tools. If you have any other items that you have found made your life easier in the office, let us know with a comment below!
