A good multifunction printer (MFP) is a hub that drives efficiency, collaboration, and productivity among even the most complex teams. The appeal of the MFP is its versatility and ability to appease different crowds. Beyond the standard “scan, copy, and fax” that many have become used to, other strategies and tips can help transform your device into a key player in your print infrastructure.
For many businesses, a good multifunction printer boils down to reliability, versatility, and cost-effectiveness. All pillars that BDS has built into our foundation as a local print technology provider. Carrying innovative MFPs like the HP OfficeJet Pro 9125e, a color laser printer, and even high-value compact models, our fundamentals remain the same. When you invest in equipment with BDS, you receive access to better:
- Print Quality: Crisp, professional black and white or dynamic color prints
- Capacity: 250+ paper tray capacity for high-volume offices
- Efficiency: Cost per page reduction with smart toner cartridge or ink tank systems
- Connectivity: Seamless Wi-Fi and mobile printing options that align with today’s workflows.
Maximizing MFP Ability with Tips & Tricks
At this point, most are familiar with all the significant changes a MFP can bring to your office environment. Still, to maximize these benefits, businesses require strategies that go beyond the basics. This is where BDS can help! We build customizable solutions tailored to the unique needs of your office structure and industry. Below are a few of our top solutions, strategies, and tips to ensure you are gaining the most from your investment.
Optimizing Print Settings for Cost Control
The most overlooked component of print management often is the customization of your default print settings. To take this a step further, here are some of the more common strategies that can help:
- Black and White Defaults: Set your MFP to print in monochrome unless color is necessary.
- Draft Quality for Internal Use: Utilizing draft mode can help effectively reduce ink and toner consumption, especially for essential items like memos and drafts.
- Duplex Printing: Automatic duplexing is guaranteed to save your office both money and storage space.
These small adjustments can create a rippling effect that can lead to long-term cost savings. This is especially true for local small and mid-sized environments where every penny counts.
Integrating Scanning into Workflows
The scanning function is one of the most powerful functions of the MFP, yet most offices underutilize it. Rather than treating it like a basic copy add-on, integrating scanning into even the most complex digital workflows can transform your print operations.
- Document Management Systems (DMS): Route scanned documents directly to cloud storage or collaboration platforms.
- Searchable PDFs: Use optical character recognition (OCR) to make files searchable, reducing time spent hunting for information.
- Automated Filing: Some MFPs can automatically name, and file scanned documents, minimizing manual entry.
The opportunity here is to make your multifunction printer a gateway to digital document storage. With this move, your entire office and team gain even greater levels of efficiency.
Proactive Supply Management
BDS continuously stresses the importance of proper supply replenishment services with brand-compatible materials. This is because nothing halts office productivity faster than running out of toner or paper at the wrong time. Offices can avoid running into this issue by adopting a proactive approach:
- Track Usage Trends: What is nice about many modern MFPs on the market is their built-in tracking capabilities. With these functions, your team can actively track ink and toner cartridges, utilizing this insight to schedule timely refills.
- Consolidate Orders: Ordering supplies in bulk often lowers costs and ensures you are never caught short. BDS offers these services at a fair and affordable price!
- Smart Notifications: When you partner with BDS for your supply replenishment services, we can enable alerts that will notify you before supply levels dip too low.
Avoid downtime and keep workflows uninterrupted by investing with BDS! With our main headquarters being in Marlborough, MA and West Palm Beach, FL, we are strategically positioned to respond to all supply requests in a timely manner.
Leveraging Mobile & Remote Print
With hybrid and remote work now the norm, businesses should use their MFPs’ full mobile capabilities:
- Print from Any Device: Whether from a smartphone, tablet, or laptop, ensure employees can print securely without being tethered to the office.
- Cloud Connectivity: Direct integration with services like Google Drive or Microsoft OneDrive keeps documents accessible anywhere.
- Secure Release: Pair mobile printing with user authentication, ensuring only authorized staff can release sensitive print jobs.
A good multifunction printer supports today’s fluid work environments by making printing as flexible as collaboration itself.
The Bigger Picture
Elevating your print environment is more than just saving money or preventing downtime. It is about transforming the way your organization operates with the trust and guidance of a certified print technology provider like BDS. By taking full advantage of advanced features, integrating with digital workflows, and managing supplies proactively, local New England and Florida offices can make their multifunction printer an engine for efficiency!
To stay updated on the latest industry trends and news, follow BDS on LinkedIn, Facebook, Instagram, YouTube, and TikTok today!
Frequently Asked Questions
Q: What is the difference between inkjet and laser multifunction printers?
A: Inkjet MFPs typically provide higher-quality color prints and work well for small-volume environments like a home office. Laser printers, on the other hand, are more cost-effective for high-volume printing, especially for black and white jobs.
Q: How do I know if my business has the right multifunction printer?
A: Evaluate your current printing volume, space, and workflow needs. A good multifunction printer should balance print quality, capacity, and cost per page while offering room for growth. Consulting with a trusted provider can help align your device to long-term business goals.
