Is It Time to Upgrade Your Color Multifunction Printer?

Is it time for a new color multifunction printer for your business?

Perhaps your business has grown to the point that heading down to the local copy shop every time you need something printed isn’t time- or cost-effective anymore. Or maybe your loyal workhorse is starting to print with errors or malfunction more regularly, causing unnecessary disruptions to your workflow and productivity. Maybe you’re missing out on some of the advanced features of new machines that could be saving you time and money.

In this article, we’ll explore how to know when it’s time for a new color multifunction printer and look at some of the features of newer machines that can add extra value to your business.

How to Know You Need a New Color Multifunction Printer

Like all machines, your color multifunction printer has a limited lifespan. Typically, a standard color multifunction printer is suitable for use by up to four employees, with a print volume of up to 4,000 pages per month. Provided the machine is well-maintained and not pushed beyond its limits, you should be able to get three to five years of hard work out of it.

But sooner or later, no matter how carefully you look after your printer, things start to go wrong. The print quality may decrease – colors may not be as vibrant, or it may produce streaky and uneven prints. Parts start wearing out more frequently, requiring repairs and replacements, which can quickly add up. If your printer is approaching or is past its end-of-life date, it’s definitely time for an upgrade.

However, technology has moved at lightning speed over the past few years, and the color multifunction printer of today offers more features and benefits than the previous generation of printers. Not having access to these features might be costing you more than you know.

Latest Features of New Printers

Let’s take a look at some of the ways these new developments in the color multifunction printer world can enhance your business.

More Functionality

Usually, a new color multifunction printer is true to its name, (i.e., it can do a lot more than just print in color). In the not-too-distant past, you needed a printer to print, a scanner to scan, a copier to make copies, and a dedicated fax machine to send and receive faxes. All these machines took up valuable office space, and each one required maintenance, repairs, and ultimately replacement.

These days, they’re all rolled into one. A color multifunction printer can print and make copies in color or black and white, scan, and fax. Some can do a whole lot more to boot, as we’ll see below.

Moreover, modern machines are ergonomically designed. Most can fit on a desk, and even the largest printers will take up a fraction of the space needed for all those stand-alone machines. Plus, even though it may have more working parts, there’s only one machine to worry about, not several.

Improved Speed

The printing speed of the typical color multifunction printer has improved dramatically over time. It’s particularly noticeable in inkjet printers, thanks to innovations such as page-wide print heads and adjustable speed settings. But laser printers, which are more common in general-use situations, are also much faster than in years gone by, as a result of ongoing advances in laser printing technology.

Today, a color multifunction printer should be able to deliver 20 to 40 ppm (pages per minute in standard black and white mode), depending on the number of colors being printed. And higher-end machines are capable of printing even faster.

Better Quality

Not only is the typical modern color multifunction printer much faster than before, but the quality is generally much higher, too. Even a decade ago, if you needed crisp text, photo-quality images, and vivid graphics, you’d probably have to splurge for a high-end machine. Today, even a basic machine should provide professional-quality prints and copies at 300 dpi (dots per inch) or greater.

More Cost-Effective

Like most technology, printers have become more powerful and advanced as time goes by, and many display these qualities for the same price, if not cheaper, than their predecessors. Ink costs continue to be a bone of contention, but in general, you get far more bang for your buck from a new color multifunction printer than from previous models.

Combining a color printer, copier, scanner, and fax machine into one is a major cost-cutter for an office that might be facing additional budget restraints. In fact, many are standard features of even the most basic color multifunction printer models, and cost a fraction of the price for greatly improved performance.

Better User Experience

It’s not only the hardware capabilities that have improved – the software has come a long way too. Your color multifunction printer these days will typically have software that is much easier to install and upgrade than in the past, and offers more features and settings. Some offer mobile access, enabling you to print or manage your printer remotely.

Some printers also offer a greatly improved user interface on the machine itself, such as touchscreen controls. These enhancements can make the machine much more efficient and pleasant to work with, improving productivity and employee morale.

Enhanced Connectivity and Security

You might still be running all the machines on your business network via LAN cables. But the chances are your business is also taking advantage of Wi-Fi to enable more people to connect to your network without any of the clutter of LAN cables.

Not only is the modern color multifunction printer Wi-Fi-enabled, but it typically comes with enhanced network security. That can include data encryption, real-time network monitoring, and access control features. These features help to keep your precious company data safe, even as they make your printer more accessible over your network.

Extra Features

In addition to printing, scanning, copying, and faxing, some multifunction printers today also offer productivity-enhancing features like adjustable paper trays or the option of duplex printing, scanning, and copying (i.e., both sides of the page). Some also offer finishing features, like binding and stapling. Depending on your needs, these features can make a massive difference to your workflow.

A Trusted Color Multifunction Printer Provider

With so many makes, models, and features to choose from, it’s hard to know where to start when choosing a new color multifunction printer. You need an expert provider with a wide range of printers and the knowledge and experience to help you sort through the many options.

If you’re in the Tulsa area, see JD Young. We’re a trusted office and IT specialist with decades of experience and the right printer for every need. Contact us today to discuss your requirements and get a quote.