Virtually every business has experienced this dilemma on some level – it is time for a new multifunction printer, but no one is sure where to start. We know that buying or leasing a new printer can be confusing and intimidating, so we have narrowed the process down to a few critical points to help you focus your search.
- Identify Your Needs Before you even begin your search, make a list of the functions you need your new MFP to have. You can start by looking at your current printer and identifying what it lacks and what you wish it had.
It is easy to get caught up in all of the bells and whistles—and there are plenty to meet every need—but make sure you focus on the basic requirements before you add on lots of complex functions. Even the most basic multifunction printer can print, scan, copy, and fax; additional features should be based on business requirements.
- Take a Big Picture View of Costs When you buy multifunction printer, you are not just buying a printer—you are getting a sophisticated device. And the price reflects that. When it comes to cost, look past the sticker price and determine the total cost of ownership, which includes the cost-per-page as well as supply and maintenance fees. Look at your budget and decide how much you want to spend overall before you make a commitment.
Plus, if you lease a printer, you will have to pay interest fees and possibly buy out the machine at the end of the term. Lease agreements can include hidden costs, so always be sure to read the fine print.
Is It a Multitasker? Since you are spending money for an MFP, you want to get the most out of it as possible. Yes, all MFPs can do so many things, but not all of them can handle multiple functions at the same time. If one employee is printing a large document, can others still use it to scan? What about emailing a document right from the printer while someone else is queueing up a fax? You get the most bang for your bucks when you can do several things at once.
Scrutinize the Security Make sure that your new MFP has adequate security coverage for your business. If you are unsure about the security options a particular device offers or if it is enough to protect you, be sure to ask your vendor for help. Also, consider optional, [additional IT services to ensure your confidential data is protected. MFPs are connected to your network, meaning if they are vulnerable, your entire business could be at risk.
Of course, there are other things to consider when acquiring an MFP, but prepping with some primary considerations should help you get started. And, once you start answering some basic questions about your organization’s needs, the more you will be inspired to do additional research on the many multifunction options available.
If you need more advice on buying a multifunction printer, continue reading here.