If you’ve ever spent time in a modern office, you’ve most likely encountered a multifunction printer. Multifunction printers (MFPs) or multifunction devices (MFDs) have revolutionised the way we work by combining multiple essential office functions into a single device. These versatile machines offer a range of capabilities, including printing, copying, scanning, and often faxing.
Let’s break down multifunction printer specifications and what a multifunction printer can do for your business.
Functions of a multifunction printer
Printing
Modern multifunction printers deliver high-quality prints suitable for various applications, from everyday documents to high-resolution images. Unlike a desktop printer, MFPs have faster print speeds and duplex printing capabilities. So you can get more done in less time.
Copying
Multifunction printers excel at efficient duplication, allowing you to quickly and accurately copy documents. Customisation options such as enlarging, reducing, and collating can streamline your workflow and save much-needed time.
Scanning
Scanning physical documents into digital formats simplifies storage, sharing, and editing. Most devices offer various scanning methods to integrate with email and network storage drives. Some MFPs even offer OCR (Optical Character Recognition), which converts scanned documents into editable text.
Faxing
While less common today, faxing remains a valuable and secure communication method for certain industries and applications. Many MFPs integrate fax capabilities, eliminating the need for a separate – and often outdated – machine.
Connectivity
Today’s multifunctional printers often include bonus features like wireless connectivity, Bluetooth, cloud integration, email, remote monitoring, mobile printing and scanning, mobile apps, OCR, user authentication and control.
Six things to consider when choosing a device
When you’re choosing a multifunction printer, consider the following features:
1. Usability and features
Conduct a workflow audit for the entire office to determine your multifunction printer’s required power level and output. Consider features like resolution and duplex printing (printing on both sides of a sheet) if they are valuable to your business.
2. Printing speed
Higher printing speeds can significantly impact your productivity. Look for a printer with a quicker print speed, indicated in pages per minute (PPM). This is especially important for businesses with high-volume printing needs.
3. Printing volume
One of the most important factors to consider is the expected print volume from your office devices. This will help you establish your purchase cost as well as your potential ongoing toner and maintenance costs.
4. Connectivity options
Evaluate the connectivity options offered by the MFP, such as USB, Ethernet, Wi-Fi, and NFC. Ensure it’s compatible with your existing network and devices. If you frequently print from mobile devices, look for an MFP with mobile printing capabilities, such as Apple AirPrint or Google Cloud Print.
5. Paper size
Make sure the MFP can handle the paper sizes you need, whether it’s standard A4, A3, or specialty formats. This will ensure that you can print all of your documents without any issues.
6. Total cost of ownership (TCO)
TCO refers to the machine’s total cost over its entire lifetime and factors in print volume, usage patterns, maintenance costs, and consumable life. Below is an example of a TCO breakdown spanning over five years:
| Year | Purchase Price | Maintenance | Toner | Energy | Total Annual Cost |
| 1 | $3,000 | $200 | $400 | $150 | $3,750 |
| 2 | – | $200 | $400 | $150 | $750 |
| 3 | – | $200 | $400 | $150 | $750 |
| 4 | – | $200 | $400 | $150 | $750 |
| 5 | – | $200 | $400 | $150 | $750 |
| Total | $3,000 | $1,000 | $2,000 | $750 | $18,800 |
At Copysonic, we can provide an accurate analysis to help you identify the most cost-effective MFP for your needs. In many cases, a newer MFP with advanced features and energy-efficient technology can actually save you money in the long run. Having a clear picture of your TCO is also great if you’re comparing the price of buying with leasing a multifunction printer.
Advantages and disadvantages of multifunction devices
Pros of using an MFP
- Cost-effectiveness: MFPs can significantly reduce costs by eliminating the need for separate printers, copiers, scanners, and fax machines.
- Efficiency: Streamline your workflow and improve productivity with a multifunctional device.
- Space-saving: MFPs occupy less space than individual devices, freeing up valuable office space.
- Versatility: Manage a wide range of tasks, from printing and copying to scanning and faxing.
- Advanced features: Many MFPs offer additional features like wireless connectivity, cloud integration, and mobile printing for added convenience.
Cons of using an MFP
- Maintenance: MFPs require regular maintenance, including cleaning, replacing toner or ink cartridges, and updating firmware. However, routine maintenance ensures your MFP operates at its peak efficiency and can save you money in the long run.
- Complexity: Some MFPs can be intimidating and complex, especially for users with limited technical knowledge. While MFPs may require initial setup, they offer a high degree of customisation to fit your workflow.
Choose the best multifunction printer for your small business
Are you in the market for a new or refurbished MFP? Talk to the printer experts at Copysonic. Our tech team will help you find the perfect match for your business, whether it’s new or used. We offer flexible leasing and financing options, plus expert service and repairs. Contact us today!
