Multifunction Printers: Providing Exceptional ROIs for Businesses of All Sizes

Paper documents still play a vital role in doing business in 2021. As a result, almost any company—regardless of size—needs a multifunction printer, also known as an MFP, in-house to accommodate their documentation needs. In this blog post, we’ll explain why businesses realize exceptional returns on investment (ROI) from their multifunction printer.

What is an MFP?

A multifunction printer is the 21st century version of a photocopier. The days when copiers just made black and white copies are long gone. The modern MFP makes copies in black and white and color, of course, but it can also print, scan, fax, and email documents. Finishing options such as folding, sorting, collating, hole punching, and binding give you the ability to easily produce professional-looking reports and brochures. You can stand still at your multifunction printer and feed in the pages you want to be copied, but there’s no reason to do so. Multifunction printers are network-ready and have internet connections with advanced cybersecurity features, so you can safely send a job to your MFP from your desk or another office anywhere in the world.
Modern multifunction printers aren’t limited to the paper stock they can use for making copies. Your company can choose an MFP that handles paper larger than 8 ½” x 11” as well as card stock, poster board, or transparencies.

Multifunction printers can create output in digital as well as paper copies. They can transform documents into secure PDFs, and they can run character recognition packages that transform handwritten text into printed, searchable text. And, should you ever need to send or receive a document in facsimile form (which many businesses still do), they also double as fax machines. They can store faxes even when they are switched off for energy savings.

Multifunction printers don’t just differ from old-fashioned copiers in terms of functionality. They provide businesses with a solid ROI in at least five other areas:

• Convenience. When you have an MFP, there’s no need to have different printers for black and white and color. There is also no need to have additional machines for scanning documents or sending/receiving faxes. Your multifunction printer is network-enabled; it plugs into your LAN and can be operated in any corner of your business. If you work in cramped quarters, having just one machine for all the functions of the MFP instead of several devices frees up much-needed office space.
• Speed. Modern multifunction printers will speed up production time for your documents. These devices are faster than ever, and finishing features that will collate, fold, or punch holes in your jobs will save you valuable time when creating documents that will be sent out as brochures. Not to mention having all your necessary functions in one machine will also cut down on your production time.
• Ease of use. User experience is a high priority of vendors when it comes to the design of multifunction printers. There is no need for large, confusing panels of buttons. Modern devices often have a touchscreen or graphic interface that makes operation intuitive instead of requiring valuable time to be spent on training by their users. MFPs can also be programmed to perform a series of steps with a single press of a button.
• Paperwork reduction. Multifunction printers can print hard copies of documents, but they can also create digital copies and distribute them to the recipients or locations you choose. You save paper, toner, ink, and employee labor. MFPs are a more environmentally friendly alternative.
• Size. Thanks to advancements in technology multifunction printers are increasingly compact. Your multifunction printer will have a smaller footprint in your office than its predecessors, giving you access to the same functionality while taking up less real estate.

Why your office can’t function without an MFP

OK, we exaggerate. Many offices can and do function just fine without a multifunction printer, or you wouldn’t be reading this. However, there are some strong arguments against not taking advantage of an MFP.

Having an MFP frees up precious capital for other purposes. With a multifunction printer at your disposal, you’ll have no need for other equipment such as scanners, fax machines, hole punches, etc. You’ll have access to all of this functionality in a single device.
A multifunction printer also frees your employees to do what they do best, rather than spending their time on tedious, manual tasks. You don’t hire someone to staple pages together, do you? You don’t have employees who list “collate 40 hours a week” as their career goals. An MFP frees up human capital so happier employees can focus on more important activities that generate profits for your company.

And an MFP cuts down on office supply costs, as it allows you to rely less on paper by converting your documents to digital versions, storing and working with them in electronic format. Digital documents don’t need to be stored in bulky filing cabinets that could be requiring you to lease more office space than you need to.

To buy or lease your multifunction printer?

Leasing your MFP is typically the best choice for most companies. When you lease your multifunction printer, you don’t need to have an employee on-staff to become your printer guru to maintain, service, and master your device. Thanks to a maintenance agreement that comes with your lease, your office technology provider will supply all the technical expertise you need.

When you lease your MFP, you aren’t tied to a particular device and the technology of its time indefinitely. On the contrary, as opposed to owning a device, when you lease a multifunction printer you’re free to upgrade to a new model that features the latest labor- and cost-saving technology at the end of your lease. This will also ensure that your device is protected with the most up-to-date cybersecurity measures.

And, of course, your initial cash outlay is a lot less when you lease. There’s no major capital investment required to take advantage of a multifunction printer from the finest manufacturers in the world.

As the fastest-growing independent office technology in the mid-Atlantic region, KDI has the solutions your business needs to solve its workflow problems. Contact us today and we’ll identify the MFP that maximizes your ROI while meeting all of your needs.