Choosing a Multifunction Printer? Ten Things to Consider Before Buying

What is a Multifunction Printer?

A Multifunction Printer, often referred to as an MFP, is a device that consolidates the functionality of a printer, copier, scanner and/or fax into one machine. Multifunction Printers are becoming a common choice for budget-minded businesses that want to consolidate assets, reduce costs, and improve workflow.

To make an informed decision about what multifunction printer is right for you, you need to ask the right questions.

1. Know Your Requirements
   Beyond printing and copying, how do you want to use the MFP to help manage documents, reduce paper, simplify workflow, manage forms, etc? How many copy, print, fax, scan, and email jobs will you run each day? How many users will share the device? Will you need it to be color capable?


2. Know the Total Cost of Ownership (TCO) and Cost/Value Benefits
   Beware of looking only at the cost of the initial hardware; there are a number of other factors to consider, including the cost of supplies. Once ink costs are taken into consideration, inkjet multifunction printers, initially perceived as being low cost, often turn out to have an equivalent or higher TCO than the higher performing laser and solid ink multifunction printers.


3. Know What Third Parties Have to Say
   Compare the data on the actual performance and management and support issues promoted on the vendor's spec sheets with data from independent testing agencies. What are experienced people in the industry saying about the quality and performance of the product you are considering?


4. Know How Easy It Is to Connect to an Existing Network
   Consider how easily the system will integrate with your existing network. Is it easy to deploy? Does it require minimal start-up training? Does it come with software or wizards to guide you through installation, troubleshooting, and upgrading?


5. Know How Easy It Is to Use
   Prevent bottlenecks and down time by finding a multifunction printer that's easy to operate. Check for intuitive user interfaces, minimal training requirements, and easily accessible online help and documentation. If you do need support, check that the product is backed by manufacturer-provided service and support coverage.


6. Know Its Multitasking Abilities
   Look for a multifunction printer that can truly multifunction. Can users access each function they need, even if other functions are already in use? Be aware that some products, such as All-in-Ones (AiOs), offer multiple functions all in one device, but can't multi-task, so they cannot deliver all the functions of a multifunction printer concurrently.


7. Know Its Bi-directional Communication Capabilities
   Solid bi-directional communication, both at the device and across the network is essential to keeping a product running consistently. Look for print job and device status capabilities from the desktop and the ability to view all job queues at the device and across the network.


8. Know the Available Device Management, Remote Intelligence, and Support
   Look for device relationship management software that optimizes the device's availability and uptime. Does the vendor provide superior response time and provide consistent quality of service?


9. Know Whether It Provides the Level of Security and Confidentiality You Need
   Does the device offer the appropriate level of security for your business? Is it scaleable to provide more security if your needs change?


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.

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

Read Xerox’s Multifunction Buyer's Guide to help you further define your requirements http://www.office.xerox.com/latest/MFPGD-02.PDF

Xerox was positioned in Gartner’s “Leaders” Quadrant in the MFPs and Printers Magic Quadrant. Read the full report here.

For more information on the full line of Xerox products, please call your GreenPages Account Manager at 800-989-2989.

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