Businesses that want to reduce their in-house costs and improve staff workflow often choose Xerox multifunction printers (abbreviated as MFP) since these feature-rich devices generally combine the functionality of a printer, copier, scanner, and fax.
Modern multifunction printers are internet-enabled and cloud ready, making the process of digitization easier than ever before. Xerox ConnectKey provides integration with the apps that your business already uses, including but not limited to DropBox, Office 365, and more.
If you know it’s time for an affordable but needed office upgrade, this post aims to help you discover the features and capabilities that will best meet your unique business needs. If you’d like personalized assistance, please feel more than welcome to contact us today.
Let’s take a look at the first step!
Understanding Your Office Requirements
Choosing the right multifunction Xerox printer should begin by establishing the requirements within your office. The ultimate goal of any new office appliance is to improve efficiency, make day-to-day operations easier, and help manage workflow. A printer is no different.
A good place to start is to roughly establish how many copies, prints, scans, and faxes the machine will need to process on an average workday. Most small to mid-size businesses will find one multifunction printer to be sufficient, while larger organizations may need several devices installed throughout their building(s).
Also important to consider are security needs—is it necessary for users to be authenticated and if so, by what method? Modern Xerox printers support user authentication with a variety of methods, including usernames and passwords, PIN codes, and/or authorization cards.
How Multifunctional is Multifunctional?
…Meaning, can the device perform multiple operations at once? For example, the VersaLink C7000 can be used to both print and scan simultaneously. However, some printers don’t have this ability.
Whether or not you need a multifunction printer capable of performing multiple (and different) tasks at once largely ties in to the first point we covered. Ask yourself the following: how often do you predict jobs requiring different functions would overlap in a given day?
Know Which Software & Internet Features You Need
Digitization is an important process for most in the modern business environment. A multifunction printer can make digitizing documents much easier—knowing your requirements ahead of time can help you make the right purchase for your specific needs.
For example, you’ll almost certainly want your MFP to have cloud capabilities and the option to integrate with your most-used apps like Google Drive or DropBox. As mentioned earlier, Xerox ConnectKey makes this a snap. A multifunction printer can even automate your archival process by automatically sending scanned documents to predetermined folders in the cloud or on your local network storage.
MFP Integration Planning
Plan ahead to know how easy it will be to integrate the new device into your office environment. While most modern printers are much easier to install than they used to be in the past, having IT help on hand may be useful when setting up advanced features like cloud connectivity and certain security features.
Even though Xerox multifunction printers have state-of-the-art user interfaces that make even complex tasks intuitive, employees may need to be trained to use the new device. Planning ahead can minimize employee downtime. It’ll be worth it after your office is running more efficiently than ever.
Learn More About Choosing the Right Multifunction Printer
We hope that this post has been a useful primer on how to select the right multifunction printer for your business. For more personalized assistance, we’re here to help.
Please feel free to contact us today and request more information and a free quote, or visit any of our five conveniently located stores. The trained professionals at Document Solutions would love to be of service!