Multifunction printers scan, copy, print, and fax – some convert and edit digital documents. Today, these devices are considered the pillar of efficiency in a modern office environment, and they are replacing obsolete single-use devices.
While growing in popularity, not all businesses have adopted the use of multifunction printers. For those hesitant to invest, it’s worth considering the benefits of multifunction printers.
Exploring Multifunction Printer Advantages for Corporations
Businesses of all sizes can benefit from all-in-one devices. Not only does it reduce office space clutter, but it can maximize efficiency and save a company more in the long run than purchasing separate devices.
Office supply costs are one of the most significant lines in any business budget. Buffer shared its company’s annual spending with Inc.com, revealing that they spent $14,221 on office equipment per year alone.
Major corporations in the United States likely spend much more on office devices, which is why they may benefit significantly by combining multiple single-purpose devices into multifunction devices.
1. Improved Document Management for Businesses of All Sizes
One of the most significant advantages to transitioning over to a multifunction printer is document management. A document can establish a document infrastructure where they physically copy, scan, and then digitally store documents.
These devices also allow access to documents stored digitally that can then be printed into hard copies or faxed directly from the cloud to another party – no printing required on the sender’s end. Modern models also allow for mobile-to-device printing, which means remote workers can still print necessary documents without being at a computer physically.
When document management is optimized, a company becomes an organized powerhouse of productivity.
2. Decreased Consumable Costs and More Predictable Budgeting
Multiple devices consume electricity, which adds to overhead. These devices all use various types of ink, toner, and paper. Some devices have one use, such as scanning, while another can only fax. Maintaining these devices becomes costly and time-consuming for those overseeing their management.
By using a fleet of multifunction printers, companies reduce unnecessary consumable costs, enjoy the use of a single type of toner and paper, and have managed services monitoring the health of each device registered. When a device is low on toner, the service automatically initiates the shipment of its replacement.
Likewise, multifunction printers are cheaper to maintain in the long run than multiple specialized devices. More repair services are familiar with these multifunction devices as well, which means repair costs are reduced and done faster than finding a technician who understands the unique properties of a single-use device.
3. Money Saved on Training Employees
Instead of wasting efforts training employees on multiple devices with specialized functions, companies can reduce onboarding costs by training employees to use a single interface and unit. Since the average business requires a steady flow of documents, having employees quickly trained and ready to work rather than spending time mastering multiple systems.
4. Freeing Office Space for More Profitable Uses
Having a device room full of multiple single-use devices takes up valuable square footage. In today’s real estate market, a business is at the mercy of the market, and premier office space can be significantly higher in major metropolitan cities.
For example, Miami has limited office space available to businesses, which means higher prices for open office spaces. A company in Miami can expect to pay on average $33.15 per square foot for an office, while a company in Washington, D.C. experiences a hike of $52.61 per square foot. A business needs to optimize every square inch of the office they have, and reducing the space consumed by unnecessary equipment is the first step.
5. Installing Tracking Metrics for Further Optimization Opportunities
One of the most significant advantages to making a transition to multifunction printers for businesses is that print tracking software can be installed on these units. With this tracking software, companies can generate fleet use reports breaking down which units receive the most use, which users in the office are using them, and pinpoint areas of waste.
By getting a better handle on spending and waste, companies can then work toward in-house printing guidelines for employees to reduce those unnecessary expenses.
Exploit the Advantages of Multifunction Printers by Partnering with DME
At DME, our team understands that every paper going through your printers is a potential for savings. We work to help clients optimize their printing, online document storage, and device management so that they spend less while improving overall efficiency.
DME offers an array of multifunction printer options, including those that print in color and monochrome, energy-efficient models, and reducing physical printing to improve company revenue. Start a conversation with one of our printer specialists today.