Printing. Copying. Scanning. Faxing. These are the essential daily functions you can find in a single device – a multifunction printer. A device that comes with numerous benefits for your business. But to reap all these amazing benefits, you must first choose the right multifunction printer. Now, how can you go about this important decision? That’s what you’ll find out in this guide.
How to Choose the Right Multifunction Printer: A Step-by-Step Guide
Choose the right multifunction printer, and you’ve taken care of virtually all the essential office tasks with one efficient device. The following steps should help you ensure that a device is the right choice for you (and your business).
Step 1 – Define Your Requirements
There’s no point in researching multifunction printers and reading product reviews if you don’t know what to look for in the first place. So, Step No. 1 is listing your requirements.
Now, if you’re a newbie in the office equipment world, even Step No. 1 can trip you up. But don’t worry; it doesn’t have to. All you need to do is answer a few key questions, and you’ll know exactly what you’re looking for in a printer.
1. How much copying, printing, scanning, and faxing does your office do (or anticipate doing) on a daily basis?
This question will help you determine the baseline characteristics your multifunction printer must have (e.g., paper capacity and print speed).
2. Is color important in your line of work?
If yes, a color-capable multifunction printer is the only way to go.
3. How many people will use the multifunction printer on a daily basis?
The more people who will use it, the more devices you may need to purchase (or lease).
4. Do you have any special requirements?
Two-sided printing? Color printing? Printing on special paper? Think about all the additional features you want your chosen printer to have.
For instance, if your employees occasionally work remotely, a device with cloud integration will come in handy. Similarly, a workplace dealing with a lot of sensitive documents must have a printer with a whole host of security features. Secure pull printing (requiring a password to release the document), user access restrictions, and automatic data cleanup are some examples of these features.
Step 2 – Get Familiar With the Basic Types of Multifunction Printers
It’s time to start eliminating devices that won’t be of use to your business. For starters, get to know the basic types of multifunction printers and choose the best one for your needs.
Color Multifunction Printers
It’s pretty easy to guess what makes these printers stand out. They deliver high-quality prints that produce vibrant colors that make reports and presentations stand out. As such, they’re the go-to choice for marketing firms and design studios, as well as any other businesses that appreciate vibrant colors.
You can also choose between two subcategories – inkjet and laser printers. With inkjet color multifunction printers, you’ll nail high-quality photo printing of various media formats. Go with their laser counterparts, and you’ll work faster and tackle high-volume printing with ease.
Black and White Multifunction Printers
As you can probably guess, the primary difference between these models and their color counterparts is that they print in black and white (no surprises there). Also, these types are less expensive (both upfront and in the long run).
Compact Multifunction Printers
These printers are valued for their space-saving dimensions over any other feature. You can find them in both color and black and white models.
Step 3 – Look at the Device’s Features
With the basic choice out of the way, it’s time to dive a little deeper. Compare the key (and additional) features of your desired multifunction printer(s) with the must-have requirements for your business. An intuitive interface, mobile printing, and duplex printing (printing on both sides of the paper) are just some of the features to keep in mind.
Step 4 – Check the Integration Capabilities
Sure, a multifunction printer is an all-in-one type of device. However, this doesn’t mean it operates in isolation. It’s quite the contrary, really. The multifunction printer(s) you use should seamlessly integrate with your existing office systems (networks, services, software, and devices). Only then will you secure optimal workflow efficiency and productivity.
Step 5 – Consider the Total Cost of Ownership
A common mistake many business owners make is only paying attention to the cost of the initial hardware, i.e., the device(s) you purchase. However, this cost is just the beginning.
You’ll also have to buy supplies (e.g., ink and paper), pay for maintenance and repairs, and keep an eye on energy consumption.
So, it’s back to asking some key questions. Here, it’s only one. Can my business keep up with the ongoing expenses associated with its operation? If the answer is no, keep looking. No matter how appealing a model appears, it simply isn’t the right fit if it strains your budget.
Step 6 – Seal the Deal With Reviews
Firsthand experience is worth more than any spec sheet or sales pitch. In other words, don’t make the final decision without reading user reviews. Of course, you can always do this step earlier. However, leaving it for the final stages will save you a lot of time, as you’ll know precisely what to look for in the reviews.
A Bonus Step: Choose the Right Multifunction Printer Vendor
Having difficulties making the final decision? Don’t worry, that’s perfectly common. That’s why there’s a bonus step. Just find a reliable multifunction printer vendor and let them guide you through the purchasing process with ease.
These professionals can help you make all the smaller decisions (e.g., color vs. black and white, buying vs. leasing), so the big one will come naturally.
But now, another question arises – how do you choose the right vendor?
Again, it’s all about what your business needs. Make a list and find a vendor that matches your requirements. Some of the qualities that should make your list are undoubtedly location (the closer, the better), expertise and experience, and reputation.
Get Your Cheat Sheet
Do you want to leave this seemingly never-ending cycle of making choices and reading how-to guides behind? If so, let us choose for you. If your business is located in Troy, Detroit, or Flint, partner with Elite Imaging Systems and avoid all the fuss. Get in touch with us today for more details.
