Why a Multifunction Printer Is Essential for Modern Offices

We may live in a digital age, but there’s still a lot of demand for physical documents, like contracts, invoices, and customer records. The average office can print dozens, if not hundreds of sheets a day, and no modern workspace is complete without printing, copying, and scanning devices.

But you don’t necessarily need three or more separate machines to handle those various processes. A multifunction printer can do them all, bringing a lot of benefits to the table in the process. Let’s learn more about multifunction printers and find out if they’re the right fit for your work environment.

What Is a Multifunction Printer?

We’ll begin with the basics.

A typical printer is able to print off documents, but not necessarily anything more than that. Average copiers and scanners, too, can make copies of docs or create digital versions of them for you to store, but may not offer any further functions beyond that.

Well, the difference with a multifunction printer is that it—as the name suggests—has more than one function. It doesn’t just print off docs, but also copies and scans (and sometimes even faxes) them, too, doing the work of three or more devices all at once.

Reasons to Invest in a Multifunctional Printer

Now you know what a multifunction printer is. Next, let’s see why these devices are worth the investment, and why so many businesses have made the move away from single-function hardware to multifunction alternatives.

More Affordable than Separate Pieces of Hardware

Printing, scanning, copying, computing, calling – there’s a lot that goes on in the average office. As such, offices need plenty of hardware and devices, from phones to computers to printers, scanners, fax machines, and more. That all costs money, and business owners seek savings wherever they can.

One of the most obvious and impactful ways to save on office hardware spending is to opt for a multifunction printer. It’s much cheaper to buy a single device that does the work of three, rather than spending on three separate machines and having to keep up with their running and repair costs.

A Compact, Space-Saving Solution

Following on from the previous point, it’s also worth considering space – not just money – when investing in office hardware. Each device or machine takes up space and needs its own dedicated area of the office to function, and many businesses don’t necessarily have tons of room to work with.

That’s another big benefit of choosing a multifunction printer – they take up far less room compared to having two, three, or four other devices doing the same work. Many of the best models are surprisingly compact, despite being packed full of features.

Easy to Work With

It can be challenging to have lots of different devices in the office. Workers have to take time to learn how to use each one and adapt to each device’s processes and requirements. New hires, too, have to undergo extensive training before they feel comfortable with each piece of equipment.

When you’ve got a multifunction printer instead, it’s a lot easier for everyone. These devices, despite having many functions, are often straightforward to operate. It’s also easier, in general, to solve issues and repair multifunction printers compared to troubleshooting issues on multiple separate devices.

Happier and More Productive Workers

Productivity is, understandably, a key focus for businesses around the world. The more productive your business is, the more profitable and successful it’ll be, and it’s important to understand that productivity is often directly linked to morale – happy workers are productive workers, after all.

Well, with smart, intuitive equipment available to them, workers tend to be happier and, therefore, more productive. They’ll spend less time figuring out how to use lots of different devices and have more time to focus on their work. In other words, a multifunction printer can make their lives a lot easier.

Fewer Security Weaknesses for Hackers to Exploit

Here’s one of the more surprising or “hidden” benefits of multifunction printers: they can bolster your office’s cyber defenses. How? Well, a lot of business owners might be surprised to learn that printers (and other office hardware) are often targeted by hackers due to security flaws or risks in their design.

In other words, even if you’ve got strong anti-virus packages and cybersecurity systems, your network could still be at risk due to an old, outdated printer. Fortunately, modern multifunction printers typically come with strong cybersecurity protections built in to plug gaps and make it much harder for hackers or viruses to sneak by.

Are There Any Downsides?

We’ve covered all the benefits, but you might be wondering if there are any downsides to investing in a multifunction printer compared to separate scanners, printers, etc. Well, while the pros definitely outweigh the cons of multifunction printers, there are still a couple of considerations to keep in mind.

First, since the multifunction printer is where your workers scan, copy, and print, there’s a risk of lines or crowds building up around the device. You may, therefore, need to invest in a couple of multifunction printers to meet the needs of your office, depending on its size and workload. Second, multifunction models sometimes lack specific functions compared to dedicated printers or scanners. For example, they might be slower than a dedicated printer or can’t be operated via email.

Find the Right Multifunction Printer with Our Expert Assistance

Overall, a multifunction printer is clearly an excellent choice for the average office. It does the work of several machines all at once, saving you time, money, and hassle. It can even liven up your workforce, improving morale and productivity, among other essential metrics, to elevate your office in ways you won’t expect.

To get the most from your multifunction printer (or any other office hardware), consult the pros and receive expert advice and recommendations. That’s where Duplicator Sales & Service comes in. We have years of experience helping businesses in Louisville, Lexington, Elizabethtown, London, and Paducah with their devices, and we’d love to help yours, too. Contact us today to find out more.