No matter the industry, every office does some amount of printing. It’s inevitable, as are copying and scanning. When you have to manage paper documents, you need a good device. For most offices, the best results will come from investing in multifunction printers.

The Big Business Benefits of Multifunction Printers

One of the most powerful advantages of using multifunction printers is reducing the total amount of hardware needed for an office to operate. This translates to several benefits that improve business operations and the bottom line.

Lower Cost

To begin with, it typically costs less money to purchase fewer machines. An all-in-one laser printer will cost more than a basic laser printer, but unless you try to spend as much money as possible, the multifunction device will cost less than the sum of the printer, copier, scanner, etc. This means that you are spending less money overall to outfit your office.

It doesn’t end there. Reducing the total number of machines also lowers the maintenance cost of keeping them working. As long as you look for efficiency when you make your purchase, utilizing all-in-one devices will reduce your overhead on several fronts.

Lower Consumption

Multifunction printers will also save you money by being more efficient. They can reduce total ink consumption by ensuring that every component of printing and copying is run on the same efficiency. You also don’t have to buy multiple inks for a myriad of machines. This makes it easier to supply the printers.

Even better, multifunction devices will draw less power than their combined individual components. You save on your electricity bill even while you use less ink. On top of that, they also use less space.

Improved Workflow

This is perhaps the most significant benefit that multifunction printers offer. These devices are easy to use and connect and come with various connectivity options. They can be wireless and internet-enabled, allowing everyone in the office to use a small number of devices easily and efficiently. All-in-ones reduce workflow bottlenecks where people might need to wait for a device.

When workflow improves, the business thrives.

Key Features of Multifunction Printers

If any of the above benefits sound promising, then it is worth exploring how multifunction printers can generate good returns. It all comes down to features. There are a ton of them available, depending on the device.

Printing

There is a wide variety of multifunction printers, so when you compare printing features, a few things matter the most. Print quality and print speed are at the top of the list. Print quality is usually measured in the number of colors the printer can produce (black and white only printers are still standard) and the dots per inch (DPI) that the printer can yield. Higher DPI and color scale typically translate to higher printing quality.

As for speed, it’s all about pages per minute. For most offices, 20 pages per minute or higher is desirable. High-end machines can get above 100 pages per minute.

Typically, printers experience a trade-off between speed and quality. So, you will have to decide on how much you want to pay and how you will prioritize speed and quality.

Copying

When it comes to copying, there is one primary consideration, and it applies to printing. You want to think about the cost per page to copy. Obviously, you want to get that number as low as possible without sacrificing the quality you need. Most printers will have this metric listed. If not, you can look up the printer ink and measure its capacity.

Some less important but still valuable features are duplexing, collating, and stapling.

Scanning

Scanning is similar to printing in terms of what you want: speed and quality. For many offices, quality trumps speed, but if you do high-volume scanning, that might not be the case. Once again, you can measure quality in terms of the resolution, which is typically reported in DPI. A good baseline is to look for a scanner with 300 DPI or more.

Another valuable feature is auto PDF creation. This allows you to scan documents as PDFs, making life much easier for digital filing and access.

Faxing

Faxing is more common than a lot of people assume. When it comes to getting a good fax included in your multifunction printer, the metrics for copying and scanning will dictate its quality. If the device is good at those other functions, it will do great as a fax machine.

Connectivity

Connectivity is all about choice. There are a lot of ways to connect a printer to the office. You can use a USB plug and attach it to a computer. You can connect it to the Wi-Fi so everyone in the office can access it. You can even plug in an Ethernet cord (this is not standard but very useful). All of these options are important.

You should also consider internet capability. You don’t need the printer to be able to browse web pages. But, when it is internet-enabled, you can send print jobs directly to the device from anywhere in the world. It’s more than a little convenient.

How to Pick the Best Multifunction Printer for Your Office

These are a few more things to think about to help you choose the right device for your office.

Volume

Multifunction printers are usually rated for a specific volume. Think about how much printing and copying your office does, and make sure the device can match it.

Security

If your printer is on your network, it can conceivably be hacked. Modern devices have security protocols. Make sure yours has security that you can use to protect your documents and your network.

Ease of Use

Ease of use will impact your office workflow. A multifunction printer is only valuable if it makes things run efficiently. That means it has to be easy for everyone to use. The easiest way to check this is to look at reviews. You can try working with a display model at a local store, or you can watch online videos.

Multifunction printers have a lot to offer any business. When you understand the benefits and select a good device that provides exactly what your San Francisco office needs, your printer will be a source of improved money management. For more information, contact Golden Gate Office Solutions today. Our printer specialists will help you explore a wide range of multifunction printers and ensure that you have access to the perfect device.