Multifunction printers (MFPs) have become widespread in both big and small businesses and with good reason; an MFP can improve productivity, reduce energy costs, and save space by integrating the traditional office duties of copying, scanning, faxing, and printing into a single device. MFPs, commonly dubbed all-in-ones, continue to be more cost-effective while improving in features.
What is a Multifunction Printer?
A multifunction printer (MFP) is a machine that combines the functionality of a fax, scanner, copier, and printer into one device. Multifunction printers are a common selection for budget-minded businesses that want to improve workflow, cut costs, and consolidate assets.
MFP Features
- Faxing
- Color
- Printing with powerful features such as two-sided, multiple-up, and booklet creation
- Scanning
- Finishing options like stapling and hole punching
- Printing from the network
While you can expect these things, configuring and selecting the right multifunction copier or printer can be the difference between being functional and streamlining your businesses work processes. A well-configured MFP can tie into the systems you have in your workplace that you without a doubt have a lot of money and time in so that you make the most of your investment in these systems.
What’s the Difference Between a Copier and a Multifunction Printer?
Multifunction printers and photocopiers offer similar functions. The main difference between these machines is scale: degree of flexibility, number of features and size. When considering both or either as a hardware addition to your workplace, asses which is the best choice for your business by looking at how much performance you need and how many employees your machine must serve.
Copier Advantages and Disadvantages
The more functionality you look for in a copy machine, the higher its price tag. Similar to large color laser printers, these machines use large-capacity replaceable cartridges that go for as much as the buying price of some MFPs for a full set of toner colors.
Photocopiers accommodate multiple paper sizes at the same time in separate paper decks or trays and can mix sizes in a single document. Large copy machines require their own reserved spaces, especially if you set up humidity control to manage paper handling and reduce jams or misfeeds.
MFP Advantages and Disadvantages
Some multifunctional printers only do one thing at a time. For instance, while they fax, they can’t scan; while they scan, they can’t print. On the other hand, others multitask, making them suitable for use by many people.
In spite of their many abilities, they can be jacks-of-all-trades and a little less than masters of any of them, depending on the copy speed, print flexibility, scan resolution and other performance features you need. Inkjet-based Multifunctional printers can increase the cost of ownership because of the amount of ink they use to serve as printer and copier.
8 Things to Consider When Purchasing a Multifunction Printer
To make a sound decision about what multifunction printer is best for you, you need to ask the right questions. Here things you must consider prior to purchasing a multifunction printer:
1. Find Out its Multitasking Capabilities
Can all users access every function they need, even if other functions are in use? Be conscious of some products like All-in-Ones (AiOs) that offer multiple functions all in one device, but don’t multitask simultaneously. If they cannot deliver all the functions of MFPs concurrently, then you might risk downtime because of holdups.
2. Size
MFPs are available in different sizes; your printing needs will help determine the quantity and size of multifunction printers you need. A print provider can assess those needs and your overall business goals to define the correct number of printers you’ll need to improve your print environment.
3. Connection
The connectivity of your multifunction printer is significant because of the fact that most offices will have employees scanning or printing from different destinations like tablets, laptops, and desktops, etc.
Without a WI-FI connection, the use of the MFP will only be limited to one desktop at a time. By buying a relevant MFP, you’ll be allowed to easily print from desktops connected wirelessly, USB or to a server.
4. Support
When buying large, multi-purpose devices, there will most likely be maintenance problems at some point, so consider the support contract covers or warranties of the MFP you plan on buying. You don’t want to be stuck with a broken multifunction printer and no way of repairing it.
5. Laser or Ink?
Inkjet printers are common in workplaces that frequently print in color, especially photos. However, if you print mostly black-and-white text documents, a laser printer might be a better value for you.
6. User-friendliness
When choosing a device make sure that it’s easy to use – some MFPs are so complex to operate that you’ll never enjoy the full use of the device resulting in money being wasted on functions that are considered unnecessary.
7. Remote Intelligence
Multifunction printers that come complete with remote intelligence allows the printer to alert the IT team of any problems that require attention – this is especially useful for large offices.
8. Cost
The total cost of ownership is the last thing to take into account when selecting MFPs. This will include the cost of the machine plus maintenance, supplies and more. Working with a copier leasing company could generate cost-saving opportunities by identifying the best way to set up and provide the ideal print environment for your place of work.
For most businesses photocopier leasing makes a lot more economic sense than purchasing the piece of office equipment outright. As a matter of fact, most businesses opt to lease copiers and MFPs instead of buying one because of an abundance of good business-sense benefits. This comprehensive guide to leasing a photocopier and MFPs will help you understand the key benefits of lease finance.
Conclusion
Multifunctional printers can save your business a lot of money and time while pushing it towards even more success. It’s important to choose a multifunction printer that best suits your use but your budget as well, as this will be well worth the effort; you might also spend some time doing some more research before making the decision.