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Leasing The Best Multi Function Printer For Your Business

Sep 2, 2020 10:06:52 AM / by The ABP Team

Is a Multifunction Printer the best choice for me?

It is imperative that you understand what tool you are looking into purchasing. To help alleviate the stress and vast amounts of information that will need to be processed. We have come up with ten excellent tips for understanding what machine you are choosing to gain potentially. Leasing a copier or a printer can be a very lengthy task, but it can also be swift and easy! With Automated Business Products located locally in Centennial Colorado, we strive to keep this process as simple as possible!

1. Know your requirements.

If you're going to invest in a tool like a Multifunction Printer, you need to know what you want it to do for you and your end-users. What do we mean by this? Beyond copying and printing, how do you want the MFP to help manage your companies workflows and documents? It is essential to understand how to manage print, copy, fax, scan, and email jobs you will be doing each day. Each machine is rated for different volumes. Ask yourself how many users will share access to the device? Does the MFP need to be color capable? Alternatively, even wireless? Among the mentioned ideas, there are a number of requirements to consider.

2. Know the total cost of ownership (TCO) and cost/value benefits.

When addressing the need for a multifunction printer, it is essential to not just look at the initial cost of the hardware. There are a multitude of other factors to consider, including everything down to the cost of supplies to run the machine. Inkjet MFP's are often seen as being low-cost. However, InkJet machines can turn out to have an equivalent or even a higher total cost of ownership than the better performing laser jet MFPs. The overall total cost of ownership can also increase for specific devices that are more difficult to maintain and use. This can often render a machine unreliable, and even lack the features that you need to efficiently, and effectively run your business or organization the way it needs to be.

Your  MFP can become a convenient asset in helping to manage and control the costs associated with printing and imaging. These machines can also add new capabilities to your business if you pick the right device! Understand how the total cost of ownership for an MFP can affect printing and imaging. These tools help to consolidate, improve management, and the use of resources for the business.

3. Know what third parties have to say.

It is essential to be able to compare the real data on the actual performance, management, and support issues promoted on the manufactures specification sheets. Theses sheets often contain other information with data from independent testing agencies. It is essential to hear what other experienced people in the industry are saying about the overall quality and complete performance of the product that you are considering for purchase or lease.

4. Know how easy it is to connect to an existing network.

Understand how easily the MFP will integrate with your current or existing network. You want to make sure that you pick a machine that is versatile enough to deploy seamlessly. It is also essential to understand what the minimum start-up training time is as well as understanding if it comes with software wizards to guide you through the installation process. Most importantly, when it comes time for troubleshooting the device or even upgrading to a new machine.

If your company needs the ability to be able to print from multiple or distributed devices (Laptops, Smartphones, Tablets) to one convenient location, you might consider buying a wireless, or WiFi-enabled MFP. WiFi MFP's connect to a network without the need to be physically wired or cables into your organization's system. This allows for easy mobile printing, without unsightly cords to hold up your office chair!

5. Know how easy it is to use.

Think ahead and prevent hold-ups and costly employee downtime by researching to find an MFP that is very easy to operate. Check each device for intuitive user interfaces that have little to no training requirements. If training is required, ensure that accessible and affordable online or in-person training is available. If you end up needing support, ensure that a manufacturer-provided service and support coverage is provided for the product.

Standard tablet-like interfaces make the newest MFP's very easy to use. These machines allow the user to touch, pinch, swipe, and scroll-like on a smartphone or a tablet with the opportunity for applications to be installed on this interface. You can add, delete, or even swap tools for your business's customized workflows.

Additionally, Mobile and Cloud-connected MFP's make it easy to work and print from just about anywhere. On these devices, applications become your shortcut for downloading, sharing, scanning, printing, distributing, and even translating your companies documents on the go.

6. Know its multitasking abilities.

When looking to purchase or lease a device, make sure you look for an MFP printer that can genuinely multifunction. You must see if the devices users can access each function that they would need even if other features are already being used by that user or another user. It is essential to be aware that some products, or often referred to as All-in-one devices, offer multiple functions in one device. However, this device may not be able to execute these functions simultaneously if a device can not deliver all the services of an MFP at the same time. You are at risk for increased downtime due to bottlenecks in the organization's workflow.

7. Know its bi-directional communication capabilities.

It is also essential that you understand the communication abilities of your machine. A machine's failure to communicate information in a timely and accurate manner can cause plenty of issues. IT administrators want to be able to see the status of jobs, queues, and the devices communicating with the machine. This ultimately traces back to your staff being able to solve, prevent, or anticipate problems. A machine that is capable of bi-directional communication can help to alleviate these types of issues. Having the ability to control communication both at the MFP and all across the network is essential to keep the machine running consistently. Look for at the print job, and device status capabilities from your work station perspective and see if it's up to standards. You should have the ability to view all of the job ques at the device and at your work station.

8. Know the available device management, foreign intelligence, and support.

When looking into leasing a printer or copier, it is imperative to look at the vendor's commitment to providing fantastic devices and fleet management tools with your new machine. This is definitely something that you may want currently or in the future as your business grows. Look for modern device relationship management software that will optimize the total function of the MFP as well as its availability and uptime. You should also consider if the vendor has a superior response time to provide consistent service. This is something that Automated Business products excels in! You ultimately want to be able to trust your MFP will stay up and running to ensure you have an efficient and productive office.

The more advanced an MFP is, the more you will be able to do. With some devices, you can not only manage the fleet but also can manage the information. Having a machine with the right tools built in can allow you to automate business processes, and optimize your device management remotely. An application connected interface opens new possibilities for device and document management.

9. Know whether it provides the level of security and confidentiality you need.

When looking at purchasing or leasing a new device, ask yourself if it offers the appropriate level of security for your business. Furthermore, is this scalable should your needs ever change.

If left unattended, MFP's can be very vulnerable entry points for data breaches or malicious attacks. The best way you can keep your data secure is by choosing an MFP that exceeds all industry standards for data breach prevention.

Left unchecked, multifunction printers can be vulnerable entry points for data breaches or malicious attacks. The best way to keep your data secure is to choose multifunction printers that exceed industry standards for intrusion prevention, device detection, and data encryption. Also look for multifunction printer manufacturers who partner with information technology security experts, such as McAfee and Cisco.

10. Know what software and solutions are available.

Understand what compatible software and solutions are available from the vendor, as well as their solution partners.

Multifunction printers can help you streamline duplicate and cumbersome document processes and electronically organize, edit, and archive your paper documents. With a multifunction printer and a simple software application, you can turn paper documents into electronic formats and send them to multiple destinations - email, cloud-based document repositories, network folders, remote printers, and back-office automation systems - with a single scan.

App-enabled multifunction printers take these processes a step further. They put functions and workflows into a comfortable, app interface like what you see on your mobile phone or Tablet. They let you print from or scan to the cloud, and connect smartphones to WiFi MFPs so you can work from anywhere, anytime.

Once you're armed with the knowledge you've gathered by asking these questions, you'll be prepared to make the right decision for your business.

Thats it! You are ready!

Multifunction printers can help you streamline duplicate and cumbersome document processes and electronically organize, edit, and archive your paper documents. With a multifunction printer and a simple software application, you can turn paper documents into electronic format and send it to multiple destinations - email, document repositories, network folders, even remote printers - with a single scan.

Once you're armed with the knowledge you've gathered by asking these questions, you'll be prepared to make the right decision for your business.

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The ABP Team

Written by The ABP Team

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