How a Multifunction Printer Increases Company-Wide Productivity and Profitability

The multifunction printer has a long history of being the ultimate symbol of productivity in an office. Their compact structure and versatile capabilities have made them a staple in offices which need to move large quantities of documents through a workflow. It is now possible to print, copy, scan, and fax in one central, convenient device. A multifunction printer will transform a document cycle into an effortless, methodical flow of data.

Thinking about investing in one of these innovative devices? Here are the many benefits in which multifunction printers bring to an office.

One Device, Many Terms

Multifunction printers go by a lot of names, but the exact term by which a device is called can reveal a few different clues about exactly what it is. In particular, the many terms to describe this device reflect just how versatile these printers have become. Multifunction printers are no longer the sole territory of large enterprises. Among the many terms to describe this device include:

1. All-in-One.

These typically refer to smaller units which sit on desktops. They’re still multifunction printers, but they’re typically designed for homes or very small offices. Generally, a device marketed as an all-in-one printer is too small for the average company office.

2. SOHO.

Small Home/Home Office. They target the same demographic as All-in-One printers, but they’re larger, even possibly freestanding. A SOHO multifunction printer might find use in a very small department, or even for a staff member’s individual office.

3. Multifunction device.

This device does everything and the term is often used interchangeably with multifunction printer. It may even do more than simply print, scan, fax, and photocopy – the four capabilities traditionally associated with multifunction printers.

4. Multifunction peripheral device.

The term multifunction peripheral device may appear when an office device does at least two of the four capabilities associated with multifunctional devices. It’s possible, therefore, to find types of these devices that do not print. Read the specifications carefully.

The Advantages of Multifunction Printers

Multifunction printers, large or small, bring several salient advantages to the workspace. Offices choose multifunction printers because of their beneficial impacts on:

1. Productivity.

When everything happens in one place, it’s easier to work faster. Multifunction printers take the footwork out of printing.

2. Space Use.

Say goodbye to the claustrophobic, ever-cluttered printing room. A single device replaces up to four devices, making more space in the office for high-impact, high-value tasks. The space-saving feature has made them popular in small offices especially.

3. Integration.

Since multifunction printers can do almost everything, most of these devices are WiFi-enabled. Multifunction printers like the product line from Xerox, come with software designed to integrate the printer into the wider office workflow by letting staff access the printers on any device.

4. Centralization.

A single, centralized printer is much easier to keep an eye on and track usage. Likewise, a thoughtfully positioned printer in the office will keep processes flowing, helping staff accomplish more.

5. Ease of Use.

Multifunction printers house many capabilities under one roof, but they’re wickedly easy to use. A sleek, intuitive touchscreen interface shows users exactly what they need, and guides them through printing with minimal effort. Plus, the standardization of such interfaces means that once a user has learned one device, they can access the entire printing fleet.

Data Collection Software: A Secret Weapon

Modern multifunction printers have one other trick up their sleeve which makes them incredibly useful for a business. It is possible to install data collection software as part of the document management or cybersecurity strategy. There are several advantages to this software:

1. Automated Reporting and Visibility.

Automated reporting helps an organization discern its true printing costs. Printing costs are one of the biggest operating expenses, yet they can be difficult to pin down and identify. However, with a program that keeps track of exactly what is getting printed, where, and by whom, it makes keeping track of costs much more efficient.

2. Guidance for Optimization.

Businesses may have access to state-of-the-art equipment with stunning visual capabilities. It doesn’t mean they know how to use it. Data collection software can show an organization where its usage is currently falling short, or where its printers can be used in a different manner altogether. Likewise, it may reveal deficiencies in the printing environment itself. All of these things pose opportunities to streamline efficiency.

3. Auto-Replenish Supplies to Reduce Costs.

Tired of wondering when more toner will need to be ordered? Have the printer chime in when it needs it. Data collection software helps keep track of supplies in order to develop an ordering routine – or to cut down on costs altogether by reducing how much gets printed.

The Wonderful World of the Multifunction Printer

The multifunction printer has become a staple of the modern office, and for very good reason. They’re efficient, pack a punch in their physical footprint and are built to facilitate workflow rather than choke it. Offices with demanding print environments should strongly consider investing in one of these devices.

Looking for the right multifunction printer? Contact us today to explore your options.