How to choose the right multifunction printer for small businesses

Since we’ve already covered the benefits of having a multifunction printer for small businesses, we will now share some tips to help you find the right one for your business.

There are numerous options when it comes to multifunction printers today, with different sizes, capabilities and price points to choose from. From basic, to premium and high capacity multifunction printers - which one should you go for?

Here are some things to consider when looking for a multifunction printer for your business:

Know your requirements

First of all, how much do you print and what type of printing do you do (text-based or photo-quality prints)? This might help you narrow down your choices to either inkjet or laser multifunction printers.

Secondly, besides printing, how often do you copy, scan and fax? For example, if your team hardly sends faxes at all, you could go for a cheaper multifunction printer model that comes without fax.

Also, what other features would you want the printer to have? For example, do you need to print on both sides often or do you want to save and reduce paper? If yes, you should look for printers with Duplex Printing. Other features include the ability to print remotely, scan to the cloud, and more.

In most small offices, one printer is shared by multiple employees. If that is you, it is probably worth getting a model that is able to perform multiple functions at the same time to improve the office workflow and productivity.

Be aware of the total cost of ownership

Most small businesses have quite a tight budget to work with, and so, understandably, tend to gravitate towards cheaper printers.

However, beyond the cost of the device itself, it is important to consider the printer’s total cost of ownership. The total cost of ownership refers to the other costs related to the hardware, including:

  • Supplies, such as inks or toners, and paper
  • Services, including repairs and maintenance
  • Overall efficiency and reliability of the printer

For example, an inkjet printer may cost less to purchase, but as ink cartridges are expensive, you may end up spending more on the printer in the long run.

The total cost of ownership is also increased when a device is hard to use or maintain, unreliable, or lack the capabilities to effectively produce required results.

Check how easy it is to use

A multifunction printer that is easy to operate will save time and increase productivity. Try to go for printers that require minimal training, and that have accessible online guides, help or other relevant documentation.

Many modern printers now come with intuitive user interfaces, and touchscreen interfaces allow you to choose functions or change settings with just a tap.

You might also want to consider buying a wireless or WiFi multifunction printer, as it is able to connect to a network without needing cables. This also allows you to place the printer anywhere you want to, plus your team will be able to print directly from multiple distributed devices including laptops, tablets and smartphones.

You might also want to consider buying a wireless or WiFi multifunction printer, as it is able to connect to a network without needing cables. This also allows you to place the printer anywhere you want to, plus your team will be able to print directly from multiple distributed devices including laptops, tablets and smartphones.

If the multifunction printer is mobile- or cloud-connected, you can even print, scan and share on-the-go via apps.

Consider device security and support

Do you need your printer to be secure? It is possible for multifunction printers to be entry points for malicious attacks or data breaches. If it is important for you to keep your data secure, look for printers that meet or exceed industry standards in preventing intrusion and encrypting data. There are also manufacturers, such as Canon and Xerox, who partner with IT security experts like McAfee and Cisco.

Some multifunction printers can also let you manage information, with the ability to monitor data, automate business processes, and more. If required, you should definitely look for a model that comes with a complete suite of printer management and support tools.

If you need assistance to choose the right multifunction printer for your business, feel free to speak to our team! You can get in touch via Live Chat on our website, or call 1300 855 112.