MFP - Multifunction Printers


Multifunction Printers 


Some printers can do it all.

If your business printers are approaching the end of their life cycle and are due to be replaced, you may wish to consider multifunction printers (MFP) as a versatile, affordable alternative for small business.

Beyond Printing

Simply put, printers are devices we use to turn digital documents into paper ones.
In a modern office, the printer likely does not stand alone: photocopiers, scanners and fax machines are the other common tools we use every day. But why is it necessary to own several separate devices when it is possible to have all these features in one device? The multifunction printer (MFP) is a jack-of-all-trades document device that does most or all the things a small office needs: print, copy, scan and fax.
Every major printer manufacturer now offers MFP products that can print in traditional black and white or colour, using either inkjet or laser technologies.

So Many Choices

Although an MFP may have many features, the print function is still the central capability, so it’s best to start with your printing needs. Before making any final decision, it is necessary to consider the following:

Monthly Duty Cycle: 

This is the maximum number of pages per month that the printer can handle and should be considerably higher than the amount of printing you actually plan to do.

Colour or Monochrome: 

Do you need colour or black and white? For colour printers, check whether the colours are contained in a single cartridge, or whether it is necessary to buy a cartridge for each colour. While it may seem more complicated to have multiple cartridges, it may be cost- saving in the long run because each colour can be replaced individually as it is depleted. (Definitely a plus if you have a single-colour company logo that appears on every page!)

Inkjet or Laser: 

Generally, inkjet hardware tends to have lower front-end costs than laser. Over time, however, laser printers may be cheaper to operate as they tend to have a lower cost per page. Before buying an MFP, take a look at the cost of the replacement ink or toner, and how many pages you can expect from each cartridge. Compare this to the amount of printing you typically do.

Connectivity: 

Many MFP models now include Ethernet and Wi-Fi support to allow multiple devices in the office to connect wirelessly to the same device. Some models even have connectivity for mobile devices. Check for compatibility with popular mobile operating systems like iOS and Android. (The ability to print directly from your phone or tablet could be quite a time saver!)


Other Printer Features to Consider: 

When buying an MFP, check out the speed (pages per minute), resolution (dots per inch), supported paper sizes and duplex (double-sided printing).

Is an MFP Right for You?

MFPs have become quite ubiquitous and competitively priced. It is possible (and even easy) to find a multifunction printer for $500 that would serve as a reasonable stand-in for a traditional large-size copier that can run upwards of $10,000. Does this mean it is time to ditch the old behemoth that takes up half a room and pick up a nimble team of MFPs for your office? The answer to that is... well, maybe.
The biggest advantage of MFPs (besides, of course, the initial cost) is their small size. With an average footprint of 18”x18”, an MFP can be comfortably placed on a desk, side-table or even a sturdy rolling cart. If office space is an issue, this could be a good solution over the traditional copier.


An MFP can improve productivity.


Docuzones

MFPs can also create multiple “docuzones” within the office, rather than having one central copier around which everyone has to huddle. This could be a productivity saver if you have many people in the office doing a lot of scanning, faxing or copying at once. Keeping printers closer to workstations can also translate into greater document security, since there is a reduced chance of a sensitive printed document being “left around” for others to pick up and read.

Risks of Ownership

There are, of course, potential downsides to consider. Unlike traditional copiers, which often have a service agreement that includes everything from fixing tough paper jams — to regular maintenance — to replacing empty toner cartridges, an MFP is likely a device that you have bought outright. This means that if it breaks, you will be responsible for repairs. It also means that you will regularly have to buy and replace expensive ink or toner cartridges.

Needless Extra Printing

Having many smaller-format MFPs around the office may also unintentionally encourage an increase in printing. If there is only one large shared copier for the entire office, individuals might think twice about printing every email or document since it means a cross-office trek to wait in the copier queue. If there is an MFP on every desk, it becomes much easier and more attractive to print a copy “because it’s just easier to read on paper.”

Right Printer, Right Business

Ultimately, the decision to trade in the old “copier down the hall” for a squad of smaller multifunction printers wholly depends on the size and type of business. For small to medium offices that deal mostly in text-centric documents (and do not do a lot of printing), having a number of smaller MFPs might be the perfect solution. The increased productivity gained from eliminating wait times and streamlining document-sharing capabilities might offset the increased cost-per-page from a lower-capacity toner cartridge, especially if scanning and emailing is your primary method of document distribution.
For businesses with a much greater dependency on printed paper (either by virtue of the work itself or the number of employees who print, copy and scan), a traditional copier with a third-party service agreement might still be the best option.

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