Why Your Office Needs a Multifunction Printer


When it comes to business, those that are most successful are the ones with an eye towardscost savings in both the traditional and non-traditional sense. An area that many overlook when trimming the budget is print costs, which can turn out to be a costly mistake. While printing is a necessary expenditure for almost every type of business, it’s also one where a significant amount of waste occurs, and where simple changes can have a big impact on the bottom line.

The easiest and most effective way to rein in print costs is to enlist the help of Managed Print Services (MPS). After a thorough evaluation and inventory of your printing infrastructure, your MPS provider will begin to implement a number of changes that will impact how and where you print. One such change involves replacing multiple units such as fax machines, copiers, scanners and printers with multifunction printers (MFP), which can help streamline your operation while saving you money; read on to find out more.

The MFP Advantage

Replacing outdated, inefficient office equipment with all-in-one devices is a great investment and one that begins to pay for itself almost immediately – here’s how.

  • Energy savings.  It stands to reason that one machine doing the work of four will reduce power consumption, but along with that also comes less congestion with power cords and more outlets freed up in your office.
  • Cost savings. Multiple units require multiple vendors for supplies, service and equipment. Consolidating your inventory allows you to also reduce your overhead in all other areas, resulting in a significant cost savings.
  • Reduced footprint. One MFP replaces as many as four other machines, freeing up valuable office space and allowing for greater flexibility in placement.
  • Increased productivity. Aside from the convenience, an all-in-one unit can help save time, allowing the user to perform several tasks from one location using mobile print technology.

MFP Features

Network Connectivity

As part of your office network, an MFP can be easily accessed from any PC, as well as wireless devices, such as smartphones, tablets or laptops. Many units also offer PC-free options that don’t require the use of a computer at all. These may be used with the information acquired from a USB or SD card, allowing those outside of your office environment to access your equipment.

Print Options

It’s important to assess your printing needs prior to purchasing an MFP. Print options may include:

  • Speed – Get a read on the speed of the unit by comparing the pages per minute (PPM) capacity of each.
  • Capacity – This is dependent on the type of toner or ink cartridge used, and the cost longevity.
  • Color – Monochrome MFP’s may be a more economical solution if you don’t require color printing.


If your company uses a fax machine, be sure to purchase an MFP with a built in fax. Keep in mind that the unit will need to be located within easy access to a phone line.


Again decide if the extra cost of color copying is necessary before choosing a unit, with an eye on the maximum number of copies per minute (CPM).

Double-sided Printing

This feature can help cut down on paper usage and allow you to print your own brochures or pamphlets in house.


If you require a scanner, pay close attention to the dots per inch (DPI) resolution with at least 600dpi.

Multi-function printers used in conjunction with MPS are one of the best ways to improve employee productivity, efficiency and document workflow, while helping to reduce your company’s bottom line.

Click here for your free e-book on how you can save up to 30% in print costs in 30 days: