What’s not to love about a device or machine that’s able to achieve several tasks? Just ask yourself where you’d be without your smartphone or trusty tablet by your side. The all in one office printer is the machine that fulfills this job admirably for the office. Depending on the model you choose, it’s able to juggle potentially dozens of functions and tasks, from scanning to mobile printing. However, this same versatility does come with its own drawbacks, and whether by time, design, preference, or its very nature, an all in one office printer is far from flawless. While the pros and cons of these wonderful machines are often held up side by side, it can be good to take a more focused look at where a multifunction printer could become less than ideal.
If you’re looking at investing, you need to know what you’re getting into.
The All in One Office Printer: A Solid, But Not Perfect Choice
Of course, we’re not knocking the grand institution of multifunction printers in the office. After all, there’s a reason that the all in one office printer market is expected to grow at a CAGR of 7.2% between 2023 and 2031. They’re versatile, economical, and don’t take up an entire floor. In fact, with a good model and solid advice from a reliable retailer, you should expect anywhere from five to seven years of solid service from your all in one office printer.
That said, there’s no such thing as a perfect printer. Everyone’s tastes, needs, and budgets are different as are the manufacturers that supply the solutions. All in one printers, as a category, do come with their own benefits, but also drawbacks.
Let’s take a look at some of the major ones.
Loss of Quality
You may have heard the saying: “Jack of all trades, master of none.” The all in one office printer is all that in a mechanical shell. When looking at a multifunction printer, perhaps the first hesitation that many professionals will have is the lack of quality in specific functions. The scanner might run smoothly, but when it also has to juggle printing, copying, and binding, will it be able to do its job as effectively as a standalone model?
The answer in most cases is no.
A high-quality multifunction printer can handle these specialized tasks well, or even great in some cases. But the functions of an all in one office printer can’t really compete with individual machines that handle these specialized tasks solely.
Thankfully, for most offices, that isn’t a problem. Some companies might invest in a separate top-of-the-line printer for high-quality images, but there’s no need for an individual machine for every function. It’s easier and cheaper to rely on the versatility of a multifunction printer, especially for day-to-day work.
Upfront Investment
You’ve heard that a multifunction printer is the cheaper option, but when cash flow is tight and you’re just starting, it sure might not look like it. The versatility of the all in one office printer means you’re paying less than you would for all the standalone devices you might need, but the investment can still be considerable.
Don’t be tempted to pay for lower-quality machines, as you might well be making up the difference in repair costs later on. Some suppliers offer copier rental and leasing to make up for the initial hit, but those costs too will be more expensive over time. It’s a good idea to look at your needs and budget before deciding.
The Queues
Packing a ton of features into one printer means that everybody gets what they want. The downside is that everyone will then be making use of it. Long print queues and lines in front of the printer can become a real issue, more so if there are tight deadlines to meet.
Understanding what function causes the longest lines in front of your machine can go a long way to fixing the problem. A long line to access the print function may require a second printer if you’ve got the budget. Likewise, a dedicated fax machine may help alleviate pressure from those who need a simple, no-frills copy of a document.
Another major culprit of long lines and frustration is the software installed on a multifunction printer. A slow or outdated operating system can cause a backlog of jobs. It’s important to ensure your prospective printer’s software specs can keep up with the size and workload of your office.
Changing Technology
The printer you buy today might not be equipped to deal with the challenges of tomorrow. Technology and its innovations are constantly evolving. You only have to look at recent advances in mobile printing, optical character recognition, and app integration to realize that the landscape can shift quickly.
Even the most reliable all in one office printer may need to be replaced every five years or less, if only to keep up with the times. While some models may offer the hardware and software capabilities to update and adopt new advances, other technologies may prove more difficult.
If you’re worried about your machine becoming obsolete too quickly, it’s important to pay for quality and invest in a model closer to the cutting edge at the time of purchase. A print supply expert can lend their expertise to guide you in what to look for.
Parts
More functions in a printer mean that there are more things that can go wrong. What’s worse, a malfunctioning scanner could impact several functions at once. This leads to significant downtime for the entire office, not to mention lost productivity. Most printer warranties last for five years, and it’s important to know a trustworthy repair service.
Planned obsolescence is a practice that affects most devices, and printers are no exception. If you choose an older printer, you run the risk of support from the manufacturer being discontinued and will have a harder time finding replacement parts should things go wrong.
It might not be that big an issue should you know a reliable repair service or parts supplier, but this is something to keep in mind.
The Best All in One Office Printer Partner
There’s one more possible drawback to getting a multifunction printer and that’s not having the best partner on hand. Without someone with the expertise, advice, and years of experience you need, you’ve got a good chance of making a bad choice.
But if you’re in New York, Totowa, Cherry Hill, Edison, or Ft. Washington, the best is ready to help. Docutrend has over 20 years of industry experience, not just with reliable printers, but with the services that keep them running for years. We’re ready to make your printing seamless and reliable. Contact us today.