Copiers. Printers. Scanners. The average office is full of these devices. Each has its purpose and part to play in the office operations. But wouldn’t it be so much simpler if you could merge them all into one single device that does everything you need? That’s what an office multifunction printer can do.
Introducing the Office Multifunction Printer
As the name suggests, an office multifunction printer is a device with many functions. It’s a printer, copier, and scanner, all-in-one. Sometimes, it even does more than that, like letting you send faxes or encrypt sensitive data. Users can easily switch between modes and functions on the fly, relying on their office multifunction printer to do everything they need.
What Can You Do With a Multifunctional Printer?
It depends on the model, but the best office multifunction printers can:
- Print: Naturally, as a printer, an office multifunction printer should be able to print off docs in various sizes, both black and white and color.
- Copy: A good quality office multifunction printer should also have copy capabilities, so you can create copies of any documents you like.
- Scan: Most office multifunction printers also support scanning. They can digitize documents for you in no time.
- Fax: Faxing isn’t quite as common as it once was, but many businesses still appreciate the ability to send and receive faxes, which you can do with an office multifunction printer.
Reasons to Buy a Multifunction Printer for Your Office
If your office is still chugging along with multiple copiers, printers, scanners, and other machines, here are some reasons to consider a change.
A More Convenient Solution
Naturally, the first and most obvious benefit of having an office multifunction printer is the convenience factor.
Let’s say you need to print a document, make a copy of something, and then scan something else. In an office with three separate devices, that demands a lot of legwork. You’d have to go to each separate device, set it up accordingly, and carry out the relevant task.
With an office multifunction printer, it’s far simpler. You can do all three tasks on a single machine – copy, print, and scan in seconds. That saves your workers time and effort, allowing them to get on with more important tasks (more on that later).
A Space-Saving Alternative
Office real estate is increasingly expensive Even if your budget can accommodate a pretty large office, you’ve still only got a set amount of space to work with.
If you fill that space up with lots of independent devices – copiers, printers, scanners, and so on – you could end up in quite a cramped, claustrophobic environment. There’ll be less room for workstations, filing cabinets, and other amenities for the workforce.
However, if you opt for an office multifunction printer instead, you can get all the benefits of those different devices in a fraction of the space. It’s especially valuable for those with small offices who want to make the most of every single square foot.
Cutting Down on Costs
Budget management is often one of the trickiest parts of running a business, and it’s important to find ways to save where you can.
When it comes to office equipment, it’s usually much cheaper in the long run to opt for an office multifunction printer over separate printers, copiers, and scanners. The initial costs, for example, are often cheaper, as you only have to buy one device, not three.
Similarly, maintenance and energy costs are also usually lower, as you’ve only got one device running, rather than several. Many of the best office multifunctional printers are also designed to be as economical and energy-efficient as possible, producing even greater savings.
Stronger Security for Your Business
Many business owners invest heavily in cybersecurity but are completely unaware of how their office hardware – like connected copiers and printers – can be targeted by hackers and viruses.
Even if you’ve got super strong cyber defenses across your network, with antimalware programs, VPNs, firewalls, and more, you could still be at risk of data theft, breaches, hacks, and more, all because of old or unprotected office devices. Plus, if you have numerous devices, all unprotected, that only increases the number of ways that hackers can crack into your network and access your data.
Fortunately, most modern office multifunction printers come equipped with strong security features. They encrypt your data, safeguard your files, and keep prying eyes out. Many also offer password protection, along with other authentication features and access controls.
Improving Productivity and Morale
Last but not least, the tangible benefits of an office multifunction printer can even be felt in your business’s productivity levels and morale.
This is all linked to the other benefits outlined above. As discussed, an office multifunction printer is generally much more convenient and easy to use compared to separate devices. That makes life a lot easier for your workers.
Instead of having to line up at different devices and learn how they all work, they only need to understand and use a single system. It’s much easier and less tedious, giving them more time to focus on the rest of their responsibilities, and freeing them from frustrating tasks.
Invest in an Office Multifunction Printer Today
Overall, there’s no doubt that an office multifunction printer is an excellent and valuable upgrade to any office environment. It does multiple jobs in one, saving you time, space, money, and resources. There really is no need to continue struggling along with the inconvenience of numerous different devices, when all-in-one models are so widely accessible and effective.
However, to get the most out of any office multifunction printer, you need to pick the right one. That’s where Docutrend comes in. As a leading name in strategic business technology, we match companies in New York, Totowa, Pennsauken, Edison, and Ft. Washington with the ideal office equipment. Get in touch today to learn more and take the next step towards a happier, more productive office.