Multifunction printers (MFPs) are a staple in office settings. It’s hard to find a business that doesn’t have one. That’s because MFPs perform many tasks you’d typically need multiple machines to do. By investing in an MFP, you can save money, time, and resources. Before you put these technology workhorses to work for your company, find out what an MFP is and what to consider when buying one. Here’s how to choose your next office MFP.

What are MFPs?

Multifunction printers come with different functionalities. MFPs are a combination of at least two of these traditional standalone machines:

  • Scanner
  • Copier
  • Printer
  • Fax

MFPs allow businesses to digitize documents, improve security, and increase productivity. Their small footprints require less physical space than their individual counterparts. These devices also make office equipment easier to use, as your team only needs to learn one tool to accomplish several functions. Consider the following:

Digitize Documents

In this age of technology, it’s not productive to spend hours seeking physical copies of records and agreements. MFPs allow you to transform unsecured paper assets into digitized, traceable documents that you can share and monitor. Find records in seconds with a simple directory search instead of searching through musty archives.

Improve Security

Although MFPs scan and transform cumbersome paperwork into content you can transmit to your database, there’s no need to worry about security. These devices network just like other computers do and have built-in security to keep hackers away from sensitive records.

You can set permissions for documents, creating a digital repository armed against unauthorized users. Audit functions allow admins to monitor who’s obeying protocols. Additionally, individual access codes and secure pull printing keep sensitive documents from prying eyes in the output tray.

Easy to Use and Get Support

Most MFPs have user-friendly displays that mimic tablets and smartphones. Convenient search options make it easy to find functions on a touch screen. This simple interface eliminates the need for robust, long-term training. These devices also come with managed support for security updates and service requests.

What Should You Keep in Mind When Buying an Office MFP?

Could your workplace become more efficient with a single device that scans, prints, faxes, copies, and digitizes documents? Save money, time, and stress when you invest in versatile MFPs. In an office, space is at a premium, so you can maximize workflow by consolidating your equipment into a single unit that covers most, if not all, of your daily needs.

Upgrade Connectivity

Modern printers connect wirelessly to individual workstations. This avoids the hassle of connecting the printer to individual workstations, resulting in a scalable, convenient way to give your employees access to MFP functionality. This also allows you to approve mobile devices to print jobs remotely from airports, home, or client sites, opening your business up to a new world of opportunities.

Improve Functionality

Combining the functionality of multiple units into a single MFP simplifies repairs, consumables costs, and training for a more productive workflow. When considering the cost of an MFP, add up the expense of all the peripherals it replaces, including maintenance and replacement costs. This gives you a fuller picture of the advantages of upgrading your office support tools into a single unit.

Increase Paper Handling Capability

Sensitive data must be handled carefully concerning client privacy and corporate security. Small businesses and large companies share a need to print out documents daily. Paper handling refers to the capacity of your printer. Higher paper handling increases the output in terms of speed and workflow, and MFPs have a much higher paper handling capacity than most traditional printers.

Go Mobile Friendly

Your employees need the flexibility of printing from mobile devices and their Wi-Fi enabled workstations. Wired connections limit your ability to optimize your workstations as your business grows, and there’s a lot that can go wrong. Instead, allow individuals to print from conference rooms, the break room, and anywhere they can carry a laptop.

MFPs are compatible with smartphones, iPads, and other devices. You can even use cloud protocols such as Google Cloud Print or Apple AirPrint to maximize printing capability without sacrificing security.

Upgrade Your Ink and Toner Cartridges

Your MFP should use ink and toner cartridges that reflect the changing technology. Updated cartridges make changing them less stressful so that anyone can replenish them without getting their hands and clothing soiled.

Should You Invest in an Office MFP?

Beyond all the advantages mentioned above, office MFPs can save you money. By taking up less space, they allow you to utilize your office space more efficiently. They also save money on utilities and maintenance.

An MFP lowers your electricity bill because you have fewer machines plugged in 24 hours a day. Most models have Energy Star ratings, which are twice as efficient as noncertified options. It’s easier and cheaper to pay for repairs to one device than several.

Choosing an MFP

Choosing an office MFP can be a tough decision due to the wide selection of options. Even if you don’t need a machine that faxes, it might be useful to have the capability should the need arise. Since most organizations do a lot of printing, consider the paper handling capability and pages per minute limits of any MFP that makes your shortlist.

There are MFPs with laserjet and inkjet capabilities and ones that specialize in reproducing publish-worthy colors. The bottom line is that you need to write down all the things you’re searching for to find the best MFP for your organization.

There are additional questions you must consider before moving forward with your next MFP. Do you need a high-end model that can spew out hundreds of copies a minute? Is fax capability important? How accurate does the color reproduction have to be to meet your day-to-day needs? An office equipment dealer can help you navigate your needs and match them with your budget.

Now that you have considered all the advantages of investing in an MFP, the next step is to either purchase or lease one. We can help you with the considerations discussed here and determine the needs that are unique to your business. To find out even more about buying or leasing an office MFP, contact Golden Gate Office Solutions today for immediate assistance.