How to choose the right MFP

So, you’ve been tasked to find a multifunction printer (MFP) for your company. You’ve started to do some research online, and possibly talked with a few suppliers. The search can be confusing with quite a number of brands and models with different features and capabilities out there.

The big question is, how do you choose the right multifunction printer for your business?

Purchasing an MFP can be a major investment decision, so you would want to take the time to seriously assess your options. In this article, we provide you with some tips on how to choose the best MFP that addresses the specific needs and preferences of your business.

What is an MFP or multifunction printer?

A multifunction printer or MFP is a small and compact multi-tasking device that can print, scan, fax and copy. This saves you a considerable amount of office space since you only need one machine to do various jobs.

The MFP is popular with budget-conscious businesses, because of its low purchase and running costs. With all the functions in one device, you not only save on power bills, but also on ongoing consumables. The MFP is also easy to set up and maintain.

Things to consider when choosing an MFP

It is important to choose an MFP that best fits your business – one that meets your requirements, integrates well with current systems, and saves you time and money in the long run. Here are a few things you need to consider:

1. Your business printing needs

These are some of the questions that can help you assess your business printing needs:

• Would you print colour or black and white documents?
• How much printing does your company do?
  
• What print quality do you require?
  
• How many users do you have and what are the connectivity requirements in your office?
  

Once you have a clearer picture of your printing requirements, it would be easier for you to determine the MFP functionalities that would work well for the business.

2. Long-term printing expenses

In considering an MFP, you must look at the total cost of ownership. This not only includes the purchase price but also the long-term expenses associated with your printer such as consumables, maintenance and repair costs. 

If you need help in calculating your devices’ total cost of ownership (TCO), and advice on how to significantly reduce ongoing costs during the life of your printers, feel free to contact  a Kyocera representative near you. One thing we recommend is to assess your MFP based on more than just the purchase price, but also consider that costs of a printer can be two to three times the initial investment.

3. Environmental impact

Is the multifunction printer eco-friendly? Consider brands that support the reduction of their carbon footprint in the manufacturing, distribution, maintenance and disposal/recycling of the MFP devices. As speed and quality of printing matter, so does energy efficiency. An energy efficient device is good for the environment, and at the same time, reduces your overall printing costs.

Kyocera’s printers, for instance, include the cartridge-free ECOSYS technology that is capable of printing up to 600,000 pages without the need to replace the print drum. This translates to a lower cost of consumables and a significant reduction on disposable waste.

4. Service support for your MFP

Does the manufacturer provide written service and support standards for its MFP devices? Make sure you read these documents thoroughly.

Do their service standards include the cost of periodic maintenance and consumable usage/availability, software upgrades/compatibility? Depending on your business needs Managed Print Services from Kyocera may work better for you to ensure a well maintained, cost-efficient (less breakdowns or software problems) and durable MFP.

5. User friendly MFPs and easy integration with other applications

In a hectic business environment, an equipment’s ease of use is essential. Be sure to choose an MFP that is user friendly. Book a demo from the supplier that would help you assess the printer’s functionalities, speed and quality.

Also, consider what your company needs in terms of printer connectivity such as USB, memory cards, Bluetooth, network integration, and AirPrint or any other software being used to print documents in your office. In all these connectivity requirements, you must also make sure that you meet the company’s document security policies.

The MFP must be easy to use, able to integrate with current systems, and provide the appropriate document and data security for your company.

6. User and third-party reviews before purchasing your MFP

Have you checked the reviews online? In making the decision to purchase an MFP, it would be a good idea for you to check user and third-party site assessments, which provides you with unbiased reviews on the multifunction printer you are looking to purchase.

There are a number of things to consider when choosing the right MFP. We suggest starting with understanding your company’s current printing habits and requirements. Each business is unique, and by clearly knowing what your organisation needs, it makes the search for the right MFP a lot simpler.