The first step to regaining control of your print environment and reducing expenses is taking inventory of your devices, including printers, scanners and fax machines. Once you have identified the volume and placement of print equipment around your office, ask yourself how many are vital to your day-to-day operations and are in good working order.
If you’re like many organizations you may benefit from replacing single-use or inefficient devices with feature-rich, energy-efficient, multifunction devices—but before you make the switch, read on for some helpful tips on choosing the best MFP for your business.
With an estimated 60 percent of organizations having experienced a print-related data breach in the past year, it is important choose an MFP that has the latest security features, and that they are activated and configured upon installation. Routine updates are needed to stay protected as new threats of malware or viruses are released, and employee education and security measures such as user authentication and hard drive encryption can help to further protect against cyberattacks.
Document Size Matters
Before you choose your MFP, determine the size of documents you will need to produce, as print capacities can vary between machines. For example, an A4 device costs less to buy and can handle basic document needs up to 8.5” by 14” in size. By comparison, an A3 device takes up more space and costs more but can handle documents that are 11” by 17” inches, and some models may accept even larger paper stock.
Consider Your Needs
When you’re doing your research think about your current needs along with projected print volumes over the next several years. Ask yourself the following:
- Is the printer easy to use?
- Does it have the features you need and desire?
- Does the MFP use an intuitive interface?
Prevent unnecessary downtime or bottlenecks by choosing an MFP that can meet the demands of your organization while allowing you to monitor print usage to identify problems or cost-saving opportunities.
With so many models to choose from, you’ll be sure to find an MFP to suit your unique needs and maximize document efficiency, production and workflow. A Managed Print provider can help you select the right MFP based on your current and future needs, and ensure your print fleet is optimized and properly maintained to make the most of your investment. Contact us today to learn more!