Before multifunction printers became a staple in offices, an individual had no need for the treadmill at the gym, for they would get their exercise during the course of a day’s work. It’s no exaggeration to say that with the fax machine in the corner of one room, the scanner in yet another, and in many offices, the copier in another room altogether, an individual could spend a good portion of her time walking from one device to another. And if her desk was in another room down the hall, this worked toward her daily requirement of 10,000 steps, as prescribed by many health advocates.

However, while an employee might arguably benefit from this arrangement, employers were paying the price in:

  • Rent needed for an office large enough to house all these machines
  • Electricity bills for the power to run them
  • Consumables and maintenance bills to keep them running
  • And in many cases, monthly leasing charges paid to the companies who furnished them.

If this describes the situation at a business you own or manage, you can reduce costs and make better use of your space by installing one of the many multifunction printers available on the market today. This versatile device may even enable you to move to a smaller office and, in doing so, reduce the amount you pay in rent. So consider your business’s needs, and read on to find out how a multifunction printer will meet them.

The Evolution of Multifunction Printers & How They Benefit Businesses

One of the many promises made at the onset of computers becoming part of everyday work was that they would cut down on the amount of paper businesses use. Far from keeping that promise, computers seem to have increased the number of hardcopy documents that companies rely on to complete workflows. Computers in general and PCs, in particular, have made it mandatory that every office employ at least one printer—and reams of paper—to conduct daily tasks.

Computers also paved the way for other various types of machines in modern-day offices, with even the most rudimentary start-up companies that operate on shoestring budgets requiring updated technology. Documents had to be shared with other employees, but printing multiple copies wasted valuable toner and ink. When copiers made their debut, not only did they take on the job of duplicating documents, saving wear and tear on printers, but they also used consumables more efficiently than their printer counterparts. However, they required vast amounts of office space.

Documents also had to be shared with other businesses. Initially, this meant a messenger service had to be utilized for a quick turnaround on document signage and processing. Using these services added to the cost of doing business. Enter the fax machine, which allowed companies to share documents immediately and for no more than the cost of a phone call. Purchasing a fax machine took a chunk out of the operating budget, but it also demanded an allocated space to house the device itself in the office. 

Adding all these necessary machines to office spaces resulted in crowded and congested workspaces. Moreover, as mentioned above, it also required employees to spend a chunk of their day locating and using multiple devices. In many cases, it caused workflow bottlenecks as team members waited their turn to use each machine. If this describes the current situation at your place of business, a multifunction printer, also known as an all-in-one printer, can take on all these tasks in just one device. Not only that, but these versatile machines can save you money spent on ink, toner, electricity, and repair and maintenance bills. Yes, you’ll still have these expenses, but only for one machine—your new multifunction printer—rather than their individual counterparts. 

Key Features You Can Expect from Your Multifunction Printer

Multifunction printers consolidate your fax machine, copier, and single-function printer, saving room in your office and providing a cost-effective solution to benefit your bottom line.  But what else are you getting with a multifunction printer? Are there any features you will miss? The only way to find out is to do some research. Make a list of must-have features you need so you can check them off as you explore several models from various manufacturers. The good news is that you will most likely find that your next multifunction printer will include all of your required features and functions, plus more. Consider the following: 

  • Paper Size. Modern multifunction printers offer additional paper choices—standard, cardstock, labels, envelopes, and labels. And, of course, it will provide you with multiple drawers so you can quickly go from one type of paper to another. 
  • Duplex Printing & Finishing Options. Also known as double-sided printing, duplex printing allows you to print on both sides of a sheet of paper in sequence. Other labor-saving features include finishing options, where your team can staple, fold, punch holes, and even bind documents for a high-quality final product.
  • Versatile Scanning. Multifunction printers provide choices when sending scanned copies, such as scanning to email, desktop, or server. Your team can even scan directly to the copy function on the device.  
  • Automatic Document Feeding. Also known as ADF, automatic document feeding allows users to put a stack of documents into a tray in order to make copies, fax, or scan multiple sheets of paper with the touch of a button. 
  • Cloud-based Printing. Due to the wireless nature of most multifunction printers, you can print on-demand from anywhere to your office’s device. This is a fantastic feature for remote teams. 
  • Intuitive Touchscreens. Save time on employee training with your multifunction printer’s intuitive touchscreen interface. If your team can use their smartphones, they can use a multifunction printer. 
  • Enhanced Security. Permission controls, data encryption, and other security measures are included in multifunction printers to ensure the highest level of document and data security. 

The overwhelming majority of multifunction printers come with the above features as standard options, helping you streamline workflows, enhance efficiency, and boost internal data security. Your vendor of choice can help train your team on these functions to ensure you are making the most out of the features included on your new device.  

Picking the Right Device for Your Office

Despite having an array of standard features, there are a few choices you will need to make before purchasing or leasing a multifunction printer. Consider the following, but lean on your office technology provider to help guide you in your selection based on your unique workflows and needs. 

Inkjet or Laser? Color or Monochrome?

First, it’s important to determine if you should bring an inkjet or laser multifunction printer in-house. There are pros and cons to each, so carefully consider how you intend to use the printer and tap into your vendor’s expertise to help with your decision. Another big-picture question to consider is whether you plan to only print in black and white or if you will need to print text, logos, and other images in color. Inkjets require lower upfront costs but prove more costly over time, as ink cartridges are more expensive than the toner laser printers consume. Laser printers are capable of high-speed, high-volume, crisp-text printing. At the same time, inkjets are preferable if you only print a few pages daily or intend to print brightly colored pamphlets and brochures featuring high-quality images.

Appropriate speed

Businesses require their printers and other office technology to keep up with daily workflows. If you regularly print or copy in high volumes, you should pay attention to the print speed or page per minute (ppm) output of the multifunction printer you intend to purchase or lease. If yours is a small- to medium-sized business with average printing needs, 45 to 50 ppm should suffice. 

Size and Cost

Even though combining a copier, printer, fax machine, and scanner into one device will save on the overall space that these individual pieces of equipment require, you must also consider the size of your new multifunction printer before acquiring it. Speak with your office technology provider about the size of your options to guarantee that your chosen multifunction printer has a perfect spot in your office. Moreover, it is important to determine the cost of your new multifunction printer, asking about the benefits of buying compared to leasing and if there are any additional fees associated with preventative maintenance and repairs that can be bundled into a lease. A reputable vendor will match a device that fits both your needs and your budget. 

If your office could benefit from consolidating various devices into one user-friendly multifunction printer, contact KDI Office Technology. One of our trained, professional sales representatives will discuss your needs and budget with you to match your Philadelphia, Mt. Laurel, Iselin, Horsham, or Wilmington office with the perfect device.