How to Choose the Best Multifunction
Printers for Your Office?
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The Multifunction printers play a major role in a company’s document management strategy since it integrates
several functionalities such as printing, copying, scanning and sending/receiving faxes into a single device. New
developments have allowed these devices to be integrated with various software systems, archiving software, and
cloud solutions enabling you to print, scan, and retrieve your documents from anywhere in the world.
Choosing the right printer will allow you to save time and money as well as ensure a smooth workflow process.
Choosing the wrong printer however can lead to software compatibility issues, repeated equipment breakdowns,
high prices of toner/ink, low-quality service, and expensive spare parts, causing a lot of headaches down the line.
As multifunction printers tend to be more expensive than single-function printers, especially if you are looking for
long-term equipment which you want to last for 5 to 10 years, it is important to take the necessary time and do your
research in order to pick the right model. Here are some things to consider while purchasing an all in one printer:
What functionality do
you Require in
Multifunction Printers?
Newer all in one printer models are loaded with
advanced features and functionalities such as
wireless connectivity, high-speed duplex scanning,
duplex printing and copying, mobile printing, scan
to cloud, and print from the cloud. OCR (optical
character recognition) software can also be built-in
thus allowing you to digitize your scanned
documents and create searchable and editable
files.
Print fleet management software which allows
administrators to monitor the status of each
printer as well as the number of prints per user is
becoming popular these days. Does the all in one
printer you’re looking to purchase have its own
free software or is it compatible with your existing
print management software? Check what features
you will currently need and what features you
might need in the near future so that you can
choose a device with the required functionality for
the long run.
Do you want a B&W
or Color All in One
Printer?
In the past, color printers used to be extremely
expensive to purchase and maintain, and
having a color printer was considered a luxury.
Over the past decade, the prices of color
printers have been steadily dropping and is
now almost equal to that of a B&W printer.
With the advancements in technology and the
way the industry is heading, it seems that B&W
printers will be phased out over the next few
years as a color has become very affordable
and within the budget of most organizations. If
your budget constraints are very tight then we
recommend that you look at a B&W
multifunction printer. If you plan on keeping a
device that you will use for the next 5 years or
more, then you might as well go for a color
model.
What is your Monthly Print Volume?
This is the single most important question you need to consider. All in one printer devices from any brand you
consider are always categorized according to their duty cycles or the number of prints they can handle per month.
A small desktop printer can handle around 1,000 monthly prints. If you have 5,000 or more prints per month you
will need to look at a mid-range standalone model. When the volume hits 15,000 prints or more it will be wise to
consider one of the high-end production printers.
A good way to estimate your print volume is to check your existing machine. Every multifunction printer will have a
counter (much like the odometer of your car) where you will be able to print a report on the total number of
prints/copies taken on that specific device. On most models, this will even be split by category into B&W copies,
color copies, A4 copies, A3 copies, and so forth. Dividing this counter reading by the number of months you have
owned the device will give you the best estimate of your print/copy volume thus allowing you to make an
informed decision.
What is your Monthly Print Volume?
Many issues will inevitably arise if you do not know your print volume and purchase the wrong machine. For
example: If your print volume is 10,000 copies per month and you opt for the entry-level 20ppm A3/A4 all in one
printer, you will have continuous breakdowns, costly replacement of multiple spare parts, and many service issues.
This is not because the machine is not good, it is because the machine is simply not designed to handle such high
workloads. You might be able to manage for 1 or 2 years but then you will have to throw away the printer due to
endless breakdowns. Had you chosen an appropriate model then it would have lasted you anywhere from 5 to 10
years
On the other hand, if you only have 500 to 1,000 prints per month then you can opt for a small desktop
multifunction printer. Purchasing the 20ppm standalone model mentioned above is simply a waste of money as
1,000 copies is a very low workload for that model.
These are the main points you should consider before purchasing a new
multifunction printer for your office. For more details or questions, please feel
free to contact us and our sales executives will be glad to assist you.
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