Multifunction Printers Do the Heavy Lifting in Your Workflows

Printing remains such an essential part of the modern office that many workers have grown to take their office printers for granted. However, this one device can be integral for productivity, particularly in offices where document production and preparation are a common occurrence. So, having the right machine at your disposal can make a substantial difference in your workflows. Fortunately, modern multifunction printers (MFPs) can do so much more than just print and copy pages. In this blog post, we’ll outline the various benefits of these devices and why having one on hand is a good idea for your business.

How You’ll Benefit from a Multifunction Printer

Because today’s multifunction printers have so many capabilities, they can do wonders in offices of all sizes. Whether you are working from home or have an office with hundreds of employees, here are the top advantages of using an MFP.

Increased Efficiency

Let’s say that you had to print a document, sign it, then send the signed version to someone. You could technically use three different machines to do this – a printer, scanner, and fax machine. However, what if you could perform all three steps from the same device? With a multifunction printer, you can print an email attachment, sign it, scan it back into the machine, and then email or fax it back immediately. Since you don’t have to switch devices with each step, you can get it done in a fraction of the time.

Lower Costs

Because multifunction printers can do the work of multiple devices, you don’t have to worry about the costs of buying individual scanners, copiers, printers, and fax machines. You also don’t have to worry about maintenance and upkeep for all of that equipment, either. Since you are only using one device, it is also far easier to troubleshoot problems or perform repairs.

Save Space

Even if you have a relatively large office, how much space is in the designated print/copy room? A multifunction printer is far more compact and less cumbersome than having multiple machines to accomplish the same tasks.

Improved Connectivity

Modern multifunction printers have touchscreens and wireless internet connections. These features enable you to work faster and more efficiently. For example, now any computer can print a document, not just those connected to it directly via cables. Even better, you can print from a mobile device, making it even easier to manage documents.

What Modern Multifunction Printers Have to Offer

These days, MFPs have tons of features that can make your office more productive and your workflows more efficient. Here are some of the most common functions that these versatile machines offer.

Printing and Collating – While printing is the primary task, some machines can do even more when it comes to finishing. For example, if you need to print multi-page packets, you can opt for a device that will collate them for you so you can spend less time organizing pages afterward.
Scanning – Since we live in a digital age, it is often better to file and store documents on the computer or in the cloud. With high-precision scanners built into your MFP, you can manage your files more easily.
Copying – As with printing, copying is another primary function. Modern MFPs can do both color and black and white copies with minimal bleeding or blurring.
Faxing – While most documents are sent via email these days, faxing is often a more secure option, which is better for sensitive paperwork.
Email – Typically, if you get an email attachment, you have to store it on a thumb drive or download it to your desktop to print it. With modern multifunction printers, however, you can receive and send emails from the device itself.
Binding and Document Preparation – If you have to make booklets or packets, some multifunction printers can handle everything for you. These models can bind pages together, staple them, punch holes, and more, which only improves productivity by eliminating tedious manual tasks.

Choosing the Right Multifunction Printer

With so many models available today, you need to be sure that you choose the right MFP for your office. Here are the top factors to consider before selecting one of these machines:

Office Size – If you have a small workplace with just a handful of employees, a smaller multifunction printer should suffice. However, mid- and large-size offices may need something bigger and faster to avoid traffic jams. Also, it may be better to have multiple machines so that workers don’t have to wait for someone else to finish a job so they can use it.
Ease of Use – While most MFPs are relatively intuitive, those with tons of features may confuse some people who aren’t technically inclined. If you acquire a machine that requires significant training and onboarding, consider how that will impact productivity, particularly when it comes to learning curves and troubleshooting.
Upkeep Costs – Beyond the printer itself, you will need to buy ink or toner as well as other consumables. Because toner isn’t universal, you want to see how much it will be to purchase replacements. Another factor to consider is repair costs if you buy a device as opposed to leasing one. If your machine breaks down, how easy is it to find a technician? How expensive would it be to fix it?
Security – While wireless connectivity is convenient, it can also make it easier for hackers to access your business. Be sure that your multifunction printer comes with advanced security features to keep unwanted users out. If you plan on sending sensitive materials, you’ll need a device that can encrypt messages as well.
Features – We listed the most common functions that modern MFPs offer, but some are more capable than others. You will want to determine which features and capabilities are the most vital and choose a device based on them.

The right multifunction printer can make your Pacific Northwest office work more smoothly and be more productive. If you’re ready to see how one of these devices can help your business, contact the office technology professionals at Copiers Etcetera today.