Colour multifunction printers
Dave Mitchell shows how to pick the perfect colour MFP for your business, and puts four options through their print paces
We show how to pick the perfect colour MFP for your business and test four likely options.
For SMBs struggling to manage their print, copy, scan and fax services, a multifunction printer (MFP) is the perfect solution. Combining all of these functions into a single device allows businesses to consolidate their assets, reduce costs and streamline their document workflows.
There are benefits for security and cost control too. The complexity of administering multiple devices means that access controls are often left wide open; with a single MFP, it’s much easier to manage all printing and processing services from a single central console.
Only having a single device to work with also makes it easier for staff to digitise documents, which can cut paper usage and promote more efficient document management. And with less equipment to maintain, any business looking to downsize its offices for the post-pandemic world will appreciate the space savings an MFP can offer.
For all these reasons, many businesses have already switched to MFPs, and there’s plenty of competition in the market – which has helped drive costs down. This month, we try out affordable colour A4 MFPs from four of the big names – Canon, Epson, Kyocera and Lexmark – and put them through their paces to help you make the right buying decision.
Need to know
Before purchasing an MFP, determine clearly what you want it to achieve and how many users it will be supporting. This single machine will be taking over the work of three or four different appliances; if you pick one that’s too slow, you could see productivity plummet as staff queue up to use it.
As well as performance, think about your monthly print and copy volumes, and check how this matches up to the vendor’s recommended monthly duty cycle. This provides an indication of how well the MFP will stand up to sustained use. To ensure you’re covered for the future, we recommend you choose a model with a duty cycle that’s twice your current expectations.
Don’t forget to factor in your scanning requirements as well. All MFPs can scan single sheets on a flatbed, but for high scan volumes you’ll want one with an automatic document feeder (ADF) that can scan an entire stack of papers without human intervention. If it supports duplex operations, so much the better – that means it can scan both sides of a page in one pass, delivering a big performance boost if you’re working with double-sided originals.
On that note, duplex printing is also worth looking for. This simple feature can slash your paper usage; most MFP printer drivers default
Laser printers are the traditional choice for businesses. They’re fast, reliable and capable of producing razor-sharp text, even on cheap paper stock. They can also deliver much higher speeds than similarly priced inkjets, and while colour quality can be variable, even lower-cost models are good enough for presentations and business reports.
Don’t discount the inkjet option, however. The latest inkjet MFPs are serious contenders, combining highcapacity ink tanks with big duty cycles. They’re a particularly good choice if you want to produce highresolution graphics or photos.
Whichever you choose, bear in mind that an MFP is a long-term investment. The initial purchase price often pales into insignificance when compared with ongoing running costs, and the differences between models can be dramatic. For example, if you work in a busy office where staff print out 100 colour pages every day, the £236 Lexmark laser MFP on review will cost around £5,000 a year to run; the Eps0n inkjet is far more expensive to buy, at £1,076, but the running costs work out to just £292 – so you’re thousands of pounds ahead within the first year of use.
Feature creatures
While everyday print, scan and copy services are the bread and butter of MFPs, the latest models offer a wide range of additional features designed to help you work more efficiently. For example, instead of printing handouts or brochures, many models let you scan an original document and send copies directly to colleagues and clients by email.
Most MFPs can also scan to a wide range of network destinations; you can configure workflows for sending scanned documents directly to FTP servers or SMB shared folders, for instant sharing with co-workers.