Whatever kind of business you run, there will be times when you require physical copies of documentation, forms, information sheets or other purposes.
For that, you will need an office copy machine to print them, particularly if they are legal documents that cannot be printed via external fulfilment companies.
The type of printing solution you need for your business will depend on the size and type of organisation. If your company also requires scanning and faxing facilities, then perhaps a multifunction printer is the smart answer.
What does a multifunction printer do?
A multifunction printer, or MFP, goes beyond being simply a printer. It has a number of other functions which make it an indispensable all-in-one tool in the workplace.
Produced by big brand names such as Ricoh, HP and Canon, their features can include:
- Printing in colour or black and white
- Printing multiple sizes, page orientations and two-sided printing (duplexing)
- Collating documents
- Binding and stapling functions for booklets and leaflets
- Scanning to email or digital storage
- Photocopying
- Photo quality printing
- Faxing
- WiFi, Bluetooth and mobile connectivity
- Networking and RFID card print release queues
Multifunction printers come in various sizes from desktop with a single paper input tray to freestanding units that have multiple paper trays and feeders.
What are the advantages of a multifunction printer?
There are several benefits of installing an MFP in your workplace, the main being the number of different tasks it can accomplish.
While versatility is the MFP’s main draw, technology is constantly evolving, so we can expect future models to have even more functionality.
The ever-expanding HP LaserJet Enterprise range has smart software features for watermarks, collating documents and print previews. It also has strong security features to enable encrypted data transfers and keep confidential documents safe.
An MFP’s ability to complete complex tasks at high volumes quickly means it is invaluable to a busy office. For example, at the top end of the scale, the Ricoh IM 3000 can print at 30 pages per minute and has a maximum paper input of 4,700 sheets.
Using one device means better streamlining in the workspace and reducing energy output needed to power several devices.
It also means only having to pay for one unit instead of several. This can save on costs, as does the ability to do duplex printing, which saves both paper and ink.
Are there disadvantages to a multifunction printer?
There are some disadvantages to an MFP, but these are far outweighed by the benefits.
Printer queues mean that sometimes there will be a wait for the machine while it finishes the previous job. With separate devices for each function, you have the ability to do two tasks at the same time.
MFPs are more complicated machines than standard printers, which means if it breaks, then the other functions are also temporarily lost. However, with a proper maintenance schedule and on-call servicing, lengthy downtime can be avoided.
Why does volume matter for office printers?
The amount of printing you do will impact the type of unit you need. If you print or scan high volumes or have fast turnarounds for printing, you will need a machine that can handle it.
In that case, opt for a unit such as some of those in Konica Minolta’s bizhub range, which has a maximum duty cycle – the amount it can print in a month – of 300,000 pages.
If, however, you use it infrequently, print smaller amounts or are limited by space, then a smaller desktop unit with less capacity might be sufficient.
What other factors should you consider when choosing a multifunction printer?
In addition to the volume of printing your organisation does, there are several other features and business needs to think about before choosing a printing solution.
Other key factors to consider include:
- Overall volume of printing, usually in sheets
- The type of ink you need for printing, for example, solid ink, laserjet or inkjet
- The quality of the print resolution needed in dots per inch (dpi)
- The size of files being printed will determine how much buffer or RAM the printer needs
- Printing speed in pages per minute
- The number of people using the machine
- Connectivity and networked printers
- Upfront costs and the ongoing cost of consumables
- Security features such as secure print release for sensitive or legal documents
- Energy efficiency ratings for your business’s environmental impact
What organisations are multifunction printers useful for?
Multifunction printers are useful for any type of organisation that needs more than a standard print function. Schools, medical facilities, colleges and universities, the public sector and private businesses can all take advantage of the benefits of MFPs.
If your organisation is looking to source printing solutions or replace an old office copy machine, talk to Copyclik. Our expert staff can talk you through the different multifunction printers that could suit your needs and make your organisation more productive.