Whether you're running a small startup or managing a busy office, the multifunction printer (MFP) is one of the most important investments you'll make for your business. It’s more than just a printer—it’s your go-to hub for printing, scanning, copying, and sometimes even faxing. So, when it’s time to buy a new one, you want to be sure you’re making the right choice.
Here’s what you should keep in mind when shopping for a new business MFP:
1. Understand Your Business Needs
Start by assessing how your team uses your current equipment. Do you print high volumes daily? Are you constantly scanning to email or cloud storage? Do you need color printing for marketing materials, or is black and white sufficient? Understanding your workflow will help you narrow down which features are essential and which ones are nice to have.
2. Consider Print Speed and Volume
Business-grade MFPs are built for different workloads. Look for the pages per minute (PPM) spec and monthly duty cycle. A small office might be fine with 25-30 PPM, while a larger team will need something faster and more robust. Investing in the right capacity means fewer breakdowns and longer machine life.
3. Look at Total Cost of Ownership (TCO)
The sticker price isn't the full story. Factor in the cost of toner, maintenance kits, replacement parts, and support contracts. Some MFPs are cheaper upfront but cost more to maintain in the long run. Ask vendors for cost-per-page estimates to help calculate the true cost of owning the device over three to five years.
4. Think About Connectivity and Security
Modern MFPs offer wireless printing, mobile app compatibility, and cloud integration with services like Google Drive, SharePoint, and Dropbox. Make sure the device supports the platforms your team already uses.
Security is another key factor. Look for features like user authentication, data encryption, and secure print release. Protecting sensitive information is non-negotiable in today's digital environment.
5. Ease of Use Matters
An intuitive touchscreen, customizable shortcuts, and well-designed software can save time and frustration. Some MFPs even allow workflows like scanning directly to a shared folder or cloud account with one touch.
6. Service and Support
No matter how reliable a device is, it will eventually need maintenance or support. Consider buying from a vendor who offers responsive on-site service, easy-to-reach support lines, and loaner equipment if something goes wrong. Good service can make or break your printing experience.
Final Thoughts
A business MFP is an investment in productivity, efficiency, and reliability. Don’t rush the decision—take time to compare models, ask the right questions, and consider your business’s future needs. With the right choice, you’ll get a tool that supports your team and helps your office run smoother every day.