Multifunction printers (MFPs) accomplish more than just printing. They consolidate many of the functions you’d expect to find in standalone printers, copiers, fax machines, and scanners into a single integrated device. One multifunction printer can easily handle the printing needs of an entire small office, and multiple MFPs can stand in for dozens of standalone printers, scanners, and other office technology devices for larger enterprises.
Regardless of the size of a company, the benefits of replacing countless machines with one or a few all-in-one multifunction printers are evident and undeniable. In addition to outlining the benefits and features of these powerful devices, this article also reviews a few key points to consider when choosing an MFP for your business.
How Multifunction Printers Benefit Businesses
Cost Savings
The most impactful benefit of incorporating a multifunction printer into your office imaging fleet is its impact on your bottom line, as cost savings abounds with MFPs. Consider the compounding costs of purchasing, installing, and maintaining separate printers, copiers, fax machines, and scanners during the lifespan of each device. Ultimately, this approach is cost-prohibitive, while consolidating these functionalities via MFPs presents significant savings over time.
Multifunction printers (MFPs) offer big benefits for businesses of all sizes. By consolidating multiple devices, MFPs can save businesses money on equipment, maintenance, and energy costs. They can also boost productivity by simplifying document workflow and giving users easy access to a variety of features. Here are just some of the big business benefits of multifunction printers:
Space-Saving Design
MFPs consolidate multiple machines into one compact unit, helping businesses make the most of their available space. This is especially beneficial for small businesses or those looking for office equipment with a small footprint. There is a wide variety of multifunction printers on the market, from small desktop models to large units designed for high-volume printing, each requiring less space than individual units. This diversity in size and form makes it easy for companies to choose the best MFP for their office environment.
Streamlined Workflows
Leveraging a multifunction device makes it easy for your team to go to one machine for all of their printing, copying, faxing, and scanning tasks, reducing in-office travel time between devices and subsequent inevitable employee distractions to complete everyday tasks.
However, MFPs help workflows in more elevated ways as well. Multifunction printers allow your team to reduce or eliminate manual data entry through scanning functionality and compatible document management software. Moreover, integration with cloud-based document storage allows your employees to access your business files from anywhere.
Straightforward Operation
Multifunction printers are designed to be easy to use, with well-placed controls, essential print, scan, fax, and copy functions, and software applications to take your mundane tasks to the next level through automation. The average user can easily access and perform these tasks with minimal training, making multifunction printers a great choice for all levels of your team.
Uncomplicated Maintenance
If you're looking for a printer that's easy to maintain, multifunction printers are a great option. With only one type of machine to worry about, basic maintenance tasks like ink and toner replacement are quick and simple to accomplish. And if something goes wrong with your MFP, it only takes a single technician to diagnose the problem and make repairs. That's much easier than dealing with multiple standalone machines, each with its own corresponding consumables and set of issues. So, if you're looking for a printer that won't require a lot of time and effort to keep running smoothly, multifunction printers are worth considering.
Eco-Friendly Option
Modern multifunction printers are designed to be environmentally friendly and energy-efficient. Utilizing multiple devices for various functions compounds energy usage while each device requires its own consumables, like ink and toner, as well as parts. Consolidating devices to an all-in-one multifunction printer reduces waste, minimizes energy usage, and reduces a company’s carbon footprint, affirming your commitment to good corporate stewardship.
Key Features of Multifunction Printers
By now, it is apparent that multifunction printers allow users to print, copy, scan, and fax. However, there is an array of features that you can leverage to optimize efficiency and maximize productivity. Consider the following:
Paper Size
Modern MFPs allow for a variety of paper options for their functions, including standard printing paper, cardstock, labels, envelopes, and labels. Options for additional drawers for your device ensure you can quickly switch between paper sizes.
Finishing Options & Duplex Printing
Finishing options, like stapling, folding, hole punching, and even binding of your multifunction printer’s outputs, are available. Duplex printing allows users to take advantage of printing on both sides of the page in sequence, a particularly smart feature for those looking to conserve paper.
Flexible Scanning
With scan to email, desktop, or your shared network options available, you can direct your scans to the exact place needed to accomplish tasks. You can even scan directly to the copy function on the device.
Automatic Document Feeding
Commonly known as ADF, automatic document feeding handles multiple sheets of paper at once. Simply by adding a stack of documents into a tray on your multifunction printer, the device pulls individual sheets for copying, faxing, or scanning multiple sheets of paper with a simple touch of the button.
Connectivity
Multifunction printers (MFPs) offer multiple connectivity options, allowing for greater versatility and diversity in printing. For instance, users out in the field can bypass the PC and print documents directly from their tablets or smartphones.
MFPs also offer enterprise-level networking options, such as support for gigabit Ethernet and Wi-Fi. This allows businesses to take advantage of the latest networking technologies to improve efficiency and productivity.
Factors to Consider When Selecting Your Next MFP
Multifunction printers have come a long way in recent years, offering businesses and individuals a versatile and affordable way to print, copy, scan, and fax documents. When choosing a multifunction printer, it’s important to consider your specific needs and budget.
Here are some factors to keep in mind when selecting a multifunction printer:
Budget
How much are you willing to spend on a multifunction printer? The ultimate cost depends on the features your workflows require as well as whether you decide to purchase the device outright or sign a lease to spread the cost out over time.
Some important factors to keep in mind when budgeting for your next multifunction printer include:
- The type of business you have (e.g., SMB, remote or hybrid office, large enterprise)
- Your printing volume and usage patterns
- The specific features and functionality you need
- Whether you need color printing capabilities
Type
MFPs come in two main types: inkjet and laser. Inkjet printers are great for businesses that need to produce high-quality color prints. Laser printers, on the other hand, are better suited for businesses that need to print crisp black and white documents.
Workflow
When selecting multifunction printers (MFPs) for your office, it's important to consider your workflow and how the devices will be used. What types of documents are typically printed regularly? How much printing volume is there each month? These variables can impact your MFP choices.
If your Tulsa business is considering a multifunction printer to add to your office equipment fleet, contact JD Young Technologies today. We can help guide your purchase, matching you with the right device to suit your needs and budget.