Buying a multifunction printer? You need this mini-guide.

Installing a multifunction printer is a must-do for any office worth their salt. A multifunctional machine’s ability to save a business both time and money by streamlining tasks can be a godsend when it comes to improving office productivity – not to mention keep your office up to date with the latest in printing technology.

We understand that choosing a multifunction printer can be a daunting task. To help make things a little easier, we’ve broken down the top three things an office should think about when purchasing a new multifunction printer.

Understand your business needs

Before racing out and buying a top of the line, no expense spared multifunction printer, think carefully about what you and your employees will be specifically using it for. Are you looking for a simple printer and scanner? Do you need a copier function also? Or does your office call for a printer that reduces paper usage, helps actively manage workflow, and has the ability to receive email print jobs?

A good way to establish the functionality needs of your prospective printer is to write a list of “must-have” and “nice to have”. Ensure that your new printer checks all of the must-have boxes before purchasing. If your choice of multifunctional printer model also ticks some of the nice to have, consider it a bonus!

What’s the total cost of ownership?

When you buy a multifunctional printer, chances are you’ll only take into consideration the upfront cost. However, it’s worth thinking about additional costs such as ink, toner, or servicing. When choosing a multifunction printer, keep in mind that inkjet printers can have a higher cost of ownership because of the ink expense. Choosing a laser multifunction printer may be more cost-effective when it comes to total cost of ownership.

Is the printer compatible with your office space?

There’s nothing worse than buying a new toy and not being able to play with it. Before heading out to purchase a new printer, do a quick recce of your office to make sure that your new printer will be compatible with your space. Measure the dimensions where you’d like your new printer to sit, check there’s a plug socket nearby and that it’ll be reachable my cord or (at least) an extension cable.

It’s also worth taking some notes about your current Internet connection, for example, the speed, modem type, and service provider. You never know when this information will come in handy should you want your new printer model to be compatible with your current Internet connection.