Has it been awhile since you’ve upgraded your office printer? Whether you’re growing, adding new services, or your print needs have simply changed, it may be time to shop for a new multifunction printer (MFP). The right choice will not only make day to day work for your employees easier, but it will also improve your overall workflow efficiency and productivity. It’s important, therefore, to know how to shop before you begin.

Crucial Things to Consider When Shopping for an Office Printer

Copying work aids, printing client reports, scanning important documents and more. Your MFP is truly the backbone of your daily workflow operations. Your choice in this one machine is vital to employee morale, efficiency, and productivity. Get started with the following quick guide:

1) Your print volume

It’s important to get a feel for your daily, weekly, and monthly print volume needs. You want to make sure you have a machine or fleet of machines adequate to handle your workflow requirements. You also don’t necessarily want to pay for more than you need.

2) Quality needs

In addition to your print volume, what kind of quality requirements do you have? If you’re printing a lot of output for clients, you will want a machine that can handle higher quality printing. However, if you print documents mostly for internal use, you may opt for a lower quality machine. If you have a high need for both types of printing, you may consider two or more separate machines.

3) Number of users

The number of users you will have using your machines daily will be a primary factor in determining how many you need. If you only have a handful of employees printing here and there, a single machine should be sufficient. However, if you have several or more employees printing high volumes of output daily, you may need a fleet of MFP’s.

4) User interface/ Ease of use

When looking at different models, take note of their user interfaces. How easy are they to navigate and use? Put yourself in your employees’ shoes and think about making their daily experience as easy and intuitive as possible.

Your MFP is truly the backbone of your daily workflow operations.

5) Network connectivity and security

If your MFPs are going to be accessed by multiple users, select a machine with an integrated Ethernet network interface and wireless LAN connectivity. Users with desktops that remain in the office may prefer a wired connection, while mobile employees or employees who take a laptop home with them may prefer a wireless connection. It’s also extremely important to make sure your MFP is equipped with the latest network security measures and software to ensure all your business data and sensitive employee and client information is secure and protected.

6) Color production

Do you need to be able to produce large volumes of color printing for your clients? If so, make sure you choose a machine that is adequate and as ink efficient as possible. You may want to compare inkjet models to laserjet machines. If, however, you print mostly internal documents or have little need for color printing, you may save money with a monochrome model.

7) Regular maintenance

Inquire about the maintenance requirements for each machine you consider and make sure you’re able to handle it. A viable alternative to consider is leasing your MFP and taking advantage of the included maintenance services.

Making the Best Choice

Your office MFP is a central component of your daily operations and productivity. It’s worth taking a little time to do your research and make sure you’re making the best selection. Boost your employee morale, office efficiency, and overall productivity with this one machine. Get started with this guide to shopping for an office printer.

To learn more about multifunction printer options or to assess your office print needs, Contact Us.

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