Let’s face it, if you run a busy office it might take some time before you realise the potential of that multi-function printer in the corner of the room. You might be using it for printing, photocopying or scanning, but with today’s smart machines there is so much more that you could be doing.

Here’s our guide for getting the most out of your MFP.

Optimising Your Document Management Procedure

Most modern MFPs allow you to scan documents directly to a smartphone, pc, tablet or business application. Rather than printing and storing all that information it can be digitised and saved to an online filing system that can be available to all your staff, improving speed of access and allowing you to manage all your documents more effectively.

Why is that important? Staff don’t have to go looking for that vital document. They are less likely to print it out and therefore you save on the cost of paper and toner. It gives those who need it immediate access whether they are in the office or at home, or somewhere across the world visiting clients.

Use that fax facility

You can scan and fax in one simple process, sending a document to someone’s desktop in the time it takes to press a button. It improves your ability to collaborate on office projects and get that information to the right person quicker than ever before.

Improve your print management

Having a smarter multi-function printer means that you are better able to manage all your printing needs. That means you can link it to office applications that monitor when your printer is being used most, the volume and type of work it is undertaking on a daily basis, and use that to develop a more coherent printing and file management system that saves you money and increases efficiency.

Four things multi-function printers can do for your business

Having an all singing, all dancing, smart MFP can help you develop new ways to do business, with higher resolutions and the latest image editing technology.

• It frees up space that is taken up by several machines and makes training easier because there is only one device to use.
• Because it only needs one set of consumables and needs only one power supply you will save money by having your tech needs all in one place.
• High quality laser printing is now a standard in most smart multi-function printers meaning you can produce top quality documents at fast print speeds.
• The top companies like HP, Ricoh, Xerox and Sharp are at the forefront of green technologies which means swapping all your devices for one MFP can reduce your carbon footprint.
• Remote tracking and other business apps means that you can keep control of all your MFP usage and develop new processes that benefit the way your office works.

Make sure your staff are kept up-to-date

Having big ideas for your MFP is all well and good but you need to make sure all your staff are trained to use it effectively. That doesn’t mean simply being aware of all the functions but how to make informed choices about what is printed and what is scanned and sent digitally. Getting the most out of your multi-function printer can streamline the way your office operates and make a big difference to productivity whilst contributing to the reduction in operation costs.