The Benefits of Having a Multifunction Printer at the Office

A multifunction printer emphasizes efficiency in the home or office. Designed to do it all, they are valued for their ability to provide several printing capabilities, even to small businesses which may not have space for numerous devices.

Businesses looking to upgrade or replace a general printer may wish to invest in a high-impact device, such as a multifunction printer. For most modern offices, they provide all of the quintessential document solutions in a compact, easy-to-use format. It is no longer only about the print quality of your black and white documents, it is about bringing all your printing needs into one device.

There are a lot of advantages to having a multifunction printer in the office. Here are four benefits, which sometimes get overlooked, but have a tangible impact on how well an office functions.

1. A Multifunction Printer Improves Document Management

A multifunction printer improves document management by putting all of an organization’s printing infrastructure in precisely one place – physically and digitally. While a multifunction printer enables printing, scanning, and copying, and often faxing from the same device, most models on the market also come with powerful software which lets any wireless or mobile device operate the printer. With the increase of mobile devices in the workplace, mobile printing is becoming a desirable function to have.  In other words, users can enjoy designing and printing a document from a single interface.

Such a feature has advantages for transforming an office into a productivity powerhouse. However, this consolidation also presents several opportunities to tighten an organization’s document management processes. Making the multifunction printer the hub through which all documents flow helps maintain visibility, security, and compliance. It also facilitates the creation of standardization procedures to support office organization further. 

2. They Make the Print Environment Easier to Control

Print environment control becomes much easier when all printing activities happen on one network. Much like with document management, access control and tracking are easier when they only occur with one device.

Controlling the print environment increases security and decreases printing costs. It cuts unauthorized printing, whether it is part of the 78 percent of employees who print personal material at work, or someone stealing confidential information. Likewise, companies who are required to mind privacy regulations such as HIPAA may find that a consolidated device in a secured area is much more effective (and compliant!) than multiple devices in discrete offices.

3. Multifunction Printers Reduce Office Costs All Around  

Multifunction printers are not only smart because they take up less space, a good multifunction printer takes up fewer resources as well. This includes:

Utilities

A multifunction printer results in a lower electricity bill because fewer machines are running. Likewise, many professional multifunction printers now have Energy Star ratings, which are 40 to 55 percent more efficient than non-certified models.

Consumables

Multifunction printers reduce the overall cost of paper, ink cartridges, and other consumables over the course of their lifespan. Part of this occurs because multifunction printers make it easier to digitize documents and turn them into other useful digital formats. Part of this occurs because improved print environment control means businesses are no longer underestimating their printing costs quite so dramatically.

Maintenance

It is easier to keep one generalized machine in working order than it is to maintain several specialized devices. Likewise, the commonplace status of multifunction printers means that spare parts are easier to find, and therefore cheaper.

4. Users Only Need to Learn One Interface

Multifunction printers are known to be easy-to-use — this faciliates efficiency so that users only need to learn one interface. With intuitive color touchscreens and simple navigation devices, users can master a simple interface and unlock all of their printing, scanning, and copying needs in a single action. For the average modern office where the documents need to keep flowing, this represents a major advantage over other powerful, but specialized printers.

Implementing integration software which standardizes the interface across devices has the same effect with the printer’s more powerful capabilities. When employees only need to learn one interface, they spend less time mastering these interfaces and more time on the processes which makes the business run.

Choosing the Best Multifunction Printer for Your Office

There are a variety of multifunction printers on the market which offer a variety of capabilities — this means that the choice is not a straightforward one. However, the right selection will transform a print environment into a productivity powerhouse.

Multifunction printers are best for offices which have demanding but generalized printing needs. They marry productivity and simplicity to provide all of the necessary features which the modern office requires. Advanced features, such as network connectivity, help make multifunction printers central hubs in the productivity hive that is an office.

As experts in printing solutions, RJ Young understands the myriad of distinct challenges which different businesses and industries may face. Let us leverage our expertise in office technology solutions to amplify your workflow. Contact us today to start a conversation about the goals you would like to meet with your next office printer.