You may have stayed faithful to the same photocopier for the last few years now, perhaps because you purchased it outright or you don’t see the benefits of getting a newer model. Printing technology has come a long way in the last few years and a brand new, multi-function printer or MFP can bring a wide range of benefits to your business.

Increased connectivity and greater functionality mean that they are no longer simply a printing machine. They can scan, fax and store documents. You don’t even have to stand there any longer, watching the print run. You could be on the other side of the planet, sipping sangria and lounging by the pool and send a document to print remotely.

So, if you’ve decided to go for a new printer, it’s time to reassess what you need.

Lease or buy?

It might seem more prudent to buy your new printer outright, but in today’s market it is increasingly becoming popular to lease, especially if you are a large volume printer and need the kind of support that comes with heavy usage. Nowadays maintenance and running costs are automatically factored into the price and you are kept up-to-date with any new innovations that come along.

If you’re not sure, the best thing to do is compare the costs. If you buy outright how much is it going to cost and maintain on top of that? Do the benefits of a pay per copy lease outweigh doing it all yourself?

Photocopiers have changed

They are called multi-function printers now. And they do a number of things including allowing you to scan documents, fax, email and store, as well as printing. You can access an MFP from a number of devices, and on some of the latest models you can remotely maintain and upgrade software.

Page speeds range from around 10 per minute to 80 for the top of the range printers and it’s a good idea to do a check on how many copies you are making a week, plus how many staff will need to use it. The other thing is to decide whether you want ‘added extras’ like double sided printing which will save on paper costs, or presentation and finishing functions such as stapling and hole punching.

There are other functions which you may not use at the moment but might save you time and make for a more efficient office. For instance, if you have storage capacity, you can save documents to the device that you print out on a regular basis like handbooks or training literature. Most businesses opt for black and white copiers but you might like to consider whether your company would benefit from a colour mode and what resolution you would like. A standard MFP can normally hold around 1,000 sheets of A4 paper but more advanced models can handle up to 10,000.

Changing your printing practice and saving the environment

Many business use the installation of a new MFP to review their printing practice. We all need to be more eco-friendly nowadays and reducing that dreaded carbon footprint is a priority for everyone including business.

The new range of MFPs are much more economical and energy friendly than they were just a few years ago. Many have intelligent sleep modes and more eco-friendly working parts that can save you money in the long run over your old photocopier. With added functionality it also gives you the opportunity to reduce the amount printed. Does that document need copying or can you scan it and send to people’s tablets and smartphones?

Remote management of your MFP also means that software updates and maintenance can often be done automatically saving more time and money.

Top tips before getting your MFP

• Check out your business associates and pick their brains if they have a multi-function printer.
• Don’t settle on the first MFP provider that comes along, get competitive quotes and compare like with like.
• Don’t just think about the printer, get to know the people who are supplying it because you are liable to be entering into a fairly long term relationship with them.
• Ask the right questions: What is the service like? How easy is it to upgrade? Are there any hidden costs?
• Make sure you read the lease agreement closely before you sign on the dotted line.

A multi-function printer can make a big difference to how your office operates and change the way you use your existing technology such as pcs, laptops, smartphones and tablets to improve your productivity, reduce your carbon footprint and operate more effectively in today’s competitive world.