Your Buyer's Guide to Selecting a Multifunction Printer (MFP)

Before selecting and purchasing a multifunction printer, you must determine if your business will benefit from the investment. For many organizations, the decision to either buy or upgrade to a newer model is complex. It encompasses several essential factors, such as budgetary considerations and whether they can be purchased or leased. 

While a multifunction printer is a significant investment for any business, the benefits quickly outweigh the initial cost as they mitigate common printer problems and provide several advantages, including: 

• Better usability
• Optimized energy efficiency
• Reduced maintenance
• Improved document management
• Conservation of office space

Here are five MFP warning signs to look out for to help you decide if buying or leasing a multifunction printer is right for your business. If your organization notices any highlighted signs, it's time to be proactive and partner with a capable vendor to implement an MFP model that best fits your business’s printing needs.

1. Outdated print equipment - Outdated print equipment has the potential to hinder business productivity and performance. Access to enhanced print capabilities could be the differentiator that takes a business to its next growth stage.
2. Overwhelming and excessive need for IT support - Time dedicated to IT support is time lost, and lost time due to printer malfunctions leads to employee frustration. 
3. Weak cybersecurity and vulnerable data - Multifunction printers have advanced security features such as user authentication, managed access, and encryption to ensure data protection.
4. Updated business needs - As businesses evolve and scale over time, print environments must change to match the company’s growing needs. A print solution that worked for a business five years ago may no longer work or actively prevent the organization from scaling and reaching planned growth goals.
5. Reduced print quality and functionality - Older equipment can cause faded or blurred ink, blemishes, and ink spots. These print problems hinder print readability and reduce business credibility as printed material with multiple issues will be interrupted as unprofessional.

Once you’ve decided a multifunction printer is right for your business, it’s time to assess your organization’s printing requirements. Outlining your printing needs will simplify the buying process and help you select an MFP type and model that best fits your business needs. 

To help you articulate your organization’s printing needs, here are some key factors to consider when selecting and purchasing an MFP.

Typical Monthly Print Volume

There are several ways to calculate your typical monthly print volume. Your invoices will indicate the print volume for each billing cycle if you have a current print service provider. Compare multiple invoices and calculate the average to understand your current output. 

If your organization doesn’t use a print service provider, you can determine your typical monthly print volume through regular meter readings from existing devices. Businesses can also access monthly paper usage over a fixed period to gauge monthly print volume. A final option is available for organizations with print management software. Reliable print management software like PaperCut MF lets users see the equipment’s print volumes.  

Organizations need complete visibility and comprehension of their typical monthly print volume to ensure they select a multifunction printer with the proper duty cycle. 

Paper Capacity and Size

Often listed on MFP spec sheets as tray or cassette, paper capacity refers to the number of sheets that you can load into a printer at one time. Typical MFP paper capacity ranges from 3,600 to 6,550. Paper capacity specs also indicate the paper sizes they support. Here are some standard paper sizes:

• Letter size paper or 8.5 x 11 - This is the standard paper size for most MFPs and is also used for various documents, including magazines, catalogs, letters, and forms. 
• Legal size paper or 8.5 x 14 - This paper is typically used for legal contracts and leveraged within real estate and accounting verticals. 
• Ledger size paper or 11 x 17 - Also referred to as tabloid, this paper size is typically used for documentation and diagrams, including architectural and Computer-Aided Design (CAD) drawings. 

Organizations should analyze the paper types and sizes they use to help select an MFP with paper capacity suitable for their print needs.

Print Speed

Measured by Pages Per Minute (PPM), print speed must be heavily factored into the MFP purchasing process. MFPs have a wide array of print speeds ranging from about 25 ppm to over 65 ppm.

The superior print speed will vary depending on the organization’s needs. For example, if your organization needs to print 20,000 documents weekly to meet business demands, a high-speed MFP with a print speed ranging from 40-60 PPM is recommended. If your organization needs to print at a steady pace of 3,000 documents per day, then a lower speed MFP with a print speed ranging from 25-35 PPM is recommended.  

During the MFP purchasing process, look for a device that prints fast enough to keep business-critical workflows running smoothly. 

Color vs. Black & White Printing

Determining if your organization needs color printing is a quick way to simplify the MFP purchasing process. Color MFPs can print high-quality colors as fast as 65 PPM, but if those advantages aren’t helpful for your business, then a color MFP may not be worth the extra cost. 

Here are some questions to consider to help you figure out if your organization needs color printing capabilities. 

• Are your print jobs mostly black text? 
• Do you print in color? If so, how much volume is in color?
• Can you project your color output volume over the next 3-12 months? 
• Do you have the budget to support ongoing supply costs for colored ink? 
• Does your business require color-intensive documents like financial charts, graphs, and marketing materials?

Security

Much like a physical computer, most of today’s multifunction printers are connected to business networks and store sensitive information on their internal hard drives. Hackers often leverage unprotected MFPs as entry points into business networks for data breaches and cyber attacks. 

When choosing an MFP for your business, look to see if it includes certain critical security features, including:

• Secure print
• User access restrictions
• Hard drive encryption
• Password protection
• Automatic data cleanup

The best way to protect your data is to select an MFP that surpasses industry standards for cybersecurity compliance, like Konica Minolta’s entire line of bizhub i-Series multifunction printers. 

Software Compatibility

If you think popular apps are limited to your phone and tablet, think again. Some intelligent MFPs feature embedded software that enables users to run downloaded apps to deliver enhanced functionality based on specific business requirements. 

App-enabled multifunction printers enable users to connect to other business apps such as OneDrive, Dropbox, and Google Drive from a customizable interface similar to a smartphone. Leveraging MFP apps allows users to perform various time-saving functions directly from the intuitive MFP dashboard, including but not limited to the following:

• File and folder searching
• Uploading documents
• Quickly edit documents before printing 
• Access to a library of forms or templates
• Cut, copy, paste, move and delete files and folders 
• Scan to and download from a variety of cloud services

Credible service providers offer managed print services to help businesses tailor their MFP dashboard and valuable in-person employee training sessions to ensure every employee understands how to use connected applications to improve productivity.

At Meridian, businesses can utilize employee training sessions to service contracts to ensure their employees receive the comprehensive training needed to master the various functions of their new Konica Minolta multifunction devices.

Buying vs. Leasing

Organizations have the option to buy or lease an MFP. Each option has pros and cons related to costs, tax incentives, maintenance, and depreciation. 

Suppose your organization continually requires state-of-the-art technology to meet printing demands. In that case, leasing is likely the better option as it enables organizations to upgrade their equipment more often. Leasing also provides a predetermined monthly expense, which helps businesses budget more effectively. There are typically no upfront costs involved with the leasing, which improves cash flow and lowers operating costs. However, leasing IT equipment (just like automobiles) is almost always more costly than buying. 

Organizations should also consider a dollar-out lease if they prefer having the flexibility to buy the equipment at the end of a lease. Also referred to as a $1 buyout or a capital lease, a dollar-out lease is a lease agreement that enables organizations to buy out equipment for $1. A dollar-out lease comes with a higher monthly payment but provides organizations with a clear path to device ownership. 

When it comes to deciding between leasing and buying MFPs, the best decision you can make is to consult a trusted managed service provider (MSP). 

Total Cost of Ownership (TCO)

Organizations need to evaluate the total cost of ownership (TCO) to ensure an MFP selection that aligns with fiscal constraints to ensure an MFP selection that aligns with budgetary restrictions. Besides the initial hardware cost, TCO accounts for additional factors such as the cost of supplies like ink and toner, energy consumption, and maintenance costs. Other factors that increase TCO include usability and a lack of features to produce the results your business needs effectively.

Built with high-quality and durable materials, multifunction printers are less likely to break with high usage than ill-adapted single-function printers. Investing in high-quality MFPs reduces TCO by limiting maintenance requests and decreasing repair costs. 

When evaluating an MFP, businesses should consider the TCO and how the selected model helps manage and control costs for printing and imaging.

Print Assessments and Consultations 

Credible MFP service providers should be able to conduct a free print assessment where they monitor print usage and offer recommendations. Organizations should leverage free print consultations to uncover print inefficiencies, areas of waste, and hidden expenses.

Additional Questions to Help Access Your Printing Needs 

Once you compile the information gathered by asking further questions, you'll be one step closer to making the right decision for your business. Make sure to log the answers to these questions to streamline future conversations with potential service providers. 

Print Speed - Does your organization need a device capable of printing many pages per minute or multiple devices with slower speeds?

Multi-Department Use - Do you need to address different users and department concerns? Is one department responsible for a higher print volume than another? 

Paper Capacity - Will your organization need a device capable of holding a lot of paper at once, or do you typically print in smaller batches? 

Security - Do you require specific security features for regulatory compliance?

Hybrid Workforce Support - Does your organization require mobile printing capabilities to support hybrid or remote workforces? 

Finishing Capabilities - Do you need various finishing capabilities such as stapling, hole punching, and folding?

After reviewing your print requirements, you can start distinguishing what type of MFP will be most suitable. There are various types of multifunction printers: color, black and white (B&W), and compact. While the primary functions are similar across all categories, each MFP type and model vary in size and offer unique advantages. 

When choosing a multifunction printer, it is essential to keep in mind your printing requirements and several crucial factors, such as size, cost, security, the colors they print in, and whether they can be purchased or leased. 

For each category, we’ve highlighted a few high-performing MFP models from Konica Minolta’s bizhub i-Series to help emphasize the different characteristics and benefits of color, B&W, and compact MFPs.

Color Multifunction

Color multifunction printers deliver high-impact color and image quality and the flexibility to handle various output needs, such as printing color-intensive documents like financial charts, graphs, and marketing materials. Some color MFPs have color-specific tools such as unique Pantone colors and color scanning capabilities. It is important to note that color MFPs generally print slower than monochrome MFPs and are more expensive. Here are a few color MFP models to consider:

• Bizhub C750i
• Bizhub C360i / C300i / C250i
• Bizhub C650i / C550i / C450i

Monochrome or B&W Multifunction 

Monochrome or B&W multifunction printers enable organizations to print high-resolution B&W documents. Monochrome MFPs are generally less expensive than color MFPs since they only use one cartridge, black. Monochrome MFPs are best suited for applications that are text and data-intensive. Here are a few B&W MFP models to consider:

• Bizhub 227
• Bizhub 808
• Bizhub 958

Compact Multifunction

Whether it is faster print speeds or brilliant color quality, compact multifunction printers enable companies to maximize their space without sacrificing any of the benefits traditional MFPs offer. Some compact MFPs can print in B&W and color, while other models focus on high-speed monochrome-only printing. Here are a few compact MFP models to consider:

• Bizhub 4052
• Bizhub 4752
• Bizhub C4050i / C3350i

Before finalizing your selection, it will be beneficial to compare the key features of various MFP models. Remember your printing requirements, which will help you identify the MFP features most critical to business success. Here are some features to consider:

Customizable and Intuitive Interface 

The right MFP should have an intuitive user interface that is customizable to integrate seamlessly with business-critical workflows. An intuitive and customizable MFP interface enables businesses to cut down on training time, remove unnecessary modules, highlight important features and reduce the number of button clicks to perform standard functions. 

Secure Pull Printing

To maximize document security and data protection, consider MFPs with secure pull printing. When enabled, the secure pull printing feature holds a user’s print job on a server until that user manually releases it at the physical printing device using a password or pin. This crucial MFP feature provides you with complete document control from start to finish, ensuring the document ends up in the right hands. 

Mobile Printing 

Businesses need increasingly flexible printing solutions to support their growing hybrid and remote workforces. MFPs with mobile printing capabilities enable users to securely print and scan documents from their mobile device anywhere, at any time. Providing your remote workforce with a mobile printing solution will enhance their productivity and enable you to reduce the amount of printing equipment onsite since remote workers have access to printing wherever they are.  

Automatic Duplexing

Automatic duplexing provides businesses with a convenient way to quickly reduce waste and paper costs by enabling printing on both sides of the paper. Automatic duplexing helps organizations reduce paper costs by 30-50%. The automatic duplexing feature also reduces energy consumption since MFPs with automatic duplexing only need to send a print job once to print a double-sided page.

Sustainability

High-quality multifunction printers have specific features to help organizations reduce energy and paper consumption, such as eco settings, low-temperature fusing toner, and weight detection sensors. Purchasing green technologies is a great way to support company-wide sustainability initiatives.

With knowledge of the different types of MFPs available and the features most critical to the success of your business, you’re ready to have educated conversations with potential vendors. 

But how can you be confident that you're choosing the right MFP vendor? 

When selecting an MFP vendor, there are several critical areas you need to consider, including their partnered manufacturers, their reputation, and their service level agreements (SLAs).

Here are some tips to consider to help you choose a credible vendor.

Strategic Partnerships 

When choosing an MFP vendor, it is crucial to consider the manufacturers they partner with, as this will determine what MFP models are at your disposal. Look for vendors that have established partnerships with reputable business equipment companies such as Konica Minolta, HP, and RISO.

Reputable business equipment companies like Konica Minolta are more likely to have received various awards for their MFPs from experienced product testing companies such as Keypoint Intelligence. When you partner with an MFP vendor with the right strategic partnerships, you can be confident that your options are the best on the market.  

Group Purchasing Organizations (GPOs) and Cooperative Contracts 

When choosing a credible MFP vendor, see if they have group purchasing organization (GPO) affiliation or pre-negotiated cooperative contracts to lower MFP costs through increased purchasing power. GPOs and cooperative contracts provide qualified organizations access to great prices on business equipment and services regardless of the size of the order by leveraging the collective buying power of their members. 

You can leverage GPOs and cooperative contacts to streamline the Request For Proposal (RFP) process and ensure you receive the desired product or service at a discounted price through a legally vetted, pre-negotiated contract.

To provide you with the best price, a credible vendor should have pre-negotiated contracts available.

Service Level Agreements

Fast response times and proper maintenance are critical for maintaining MFP performance and longevity, which is why you need a dedicated vendor that upholds service level agreements (SLAs). 

An SLA with a dedicated MFP vendor should outline on-site response times, support center response times, remote monitoring capabilities, minimum uptime guarantees, and other terms and conditions.  

Reputation, References, and Awards

Find a partner who has business acumen as well as technical expertise. Ideally, the collective "resume" of your vendor’s staff and partner roster should include a healthy mix of certifications from individual technicians and awards from trade organizations. The vendor’s core strengths and competencies must align with your brand’s goals. 

To gauge a vendor’s reputation, speak with companies in your industry that have previously used the vendor and ask pointed questions about their experience. Any credible vendor can provide client references, white papers, or case studies.

At this step of the MFP purchasing process, you have identified an MFP model that meets your printing requirements and have partnered with a credible vendor for delivery and installation. 

Here is a general overview of Meridian's process to help you prepare for MFP delivery and installation. Keep in mind that every vendor will have a slightly different implementation plan.

Email Outreach

After a customer has decided to purchase an MFP, a sales representative sends an email outlining the customer's needed information. The sales representative also articulates their responsibilities to set customer expectations. Some of these responsibilities include:

• Coordinating and scheduling delivery and installation
• Keeping the customer informed on the order status 
• Scheduling removals or relocation of existing equipment
• Addressing questions, comments, or concerns

Site Surveys

After email outreach, the sales representative sends a site and IT survey to be completed before installing new equipment. Your information ensures that all requested MFP settings and features are set, functional, and tested before delivery and installation.

Site Survey details your site's interior and exterior conditions, equipment installation parameters, and any unnoted or newly discovered requirements. Here are some questions you are tasked with answering while submitting a site survey:

• Can you provide the company name, location, and relevant contact information? 
• Do you require the removal/relocation of existing business equipment?
• What is the best access point for equipment delivery? 
• Is floor protection needed? 
• What types of electrical outlets are used at your location?

IT Site Survey - The IT survey helps determine networking support at the time of the installation. Providing this information is crucial for seamless installation and identifying applicable managed services such as business IT and managed print services (MPS). Here is some of the information you will be tasked with providing while submitting an IT site survey:

• Is IT internal or outsourced? If you're using your own IT to complete installation, will you need Meridian technicians to program the device physically?  
• Do you need assistance with the network installation of the equipment?
• Is there an active network drop in place?
• Is there a print server? 
• What operating systems are being used?
• What type of scanning capabilities do you require? (scan to email, scan to folder, etc.) 
• Do you want to destroy or keep data storage devices from previous equipment?

Delivery and Installation

Technicians work with your stakeholders to schedule your organization's most convenient date and time. Some vendors cover MFP installation fees up to a certain amount of workstations. Meridian will cover the installation of up to ten workstations while onsite. Meridian’s standard delivery is a two-day, two-part process:

• Day 1-Part 1 - Delivery of new equipment. 
• Day 2-Part 2 - Technicians arrive to install your new equipment.

It is important to note that if you require a Certificate of Insurance (COI), inform your vendor before the delivery of your equipment. COIs are standardized documents containing essential details of an insurance policy. 

To ensure seamless MFP delivery and installation, keep in mind the following parameters: 

• Equipment must be accessible from all sides with ample room to service. 
• Each piece of equipment should be placed on a dedicated circuit, not shared with items such as microwaves, refrigerators, portable heaters, etc.
• Equipment should not be placed on power strips or extension cords. 

Failure to provide appropriate power can negatively affect equipment operation and cause significant damage.

Empowered with knowledge, you’re ready to start the MFP purchasing process with the information needed to make informed and financially sound decisions. Since there are numerous factors and variables to consider, partnering with a credible vendor with a firm grasp of your business’s printing requirements is crucial.

A multifunction printer is a significant investment. If chosen correctly, an MFP will streamline workflows, facilitate a more productive work environment, and enable you to keep up with printing demands no matter the volume or intensity of the job at hand.