How Multifunction Devices Increase Productivity
As technology improves, there are more and more devices that seem to enter the workspace to help improve productivity. But at what point do all of these devices become more of a burden than a help? This is the problem that multifunction devices aim to solve. From printing to scanning to copying and even sharing, multifunction printers do it all.
These powerful devices not only streamline workflows for staff, but they can also help slim down the budget. A more productive staff and a reduced office supply budget? It sounds almost too good to be true but this is the reality of implementing modern multifunction devices in the office.
Keeping Costs Low
Every business is always looking for ways to improve the bottom line. This is even more true with the stresses introduced to businesses around the world due to the COVID-19 pandemic. Can a multifunction printer make a difference when it comes to office expenses?
Estimates suggest that a single employee can use nearly $2,000 per year in office supplies with up to 60% of that being consumables like paper and ink. Add that cost up over multiple employees and it quickly becomes a significant line item on the budget. A modern multifunction printer is simply more efficient than older small business machines.
There is also a lower cost due to the reduced maintenance of multiple machines. Just one multifunction printer has to be maintained, repaired, and stocked with supplies rather than maintaining separate devices to manage printing, scanning, copying, and faxing.
Easier for Staff to Use
One of the main boosts of productivity comes from having everything in one place. Not only do staff have a centralized place to complete several different tasks, but they also don’t have to learn how to use multiple devices. Instead, new staff members can be trained to use a single device to complete all of the tasks they need.
This also eliminates the need to move to different devices to complete one workflow process. For example, if someone needs to scan a document and then print copies, this can all be done in one place in just a matter of minutes.
Improved Workflow Processes
Multifunction printers combine several different pieces of office equipment which, of course, will help improve productivity. In addition to bringing multiple devices into one easy-to-use device and one location, it also offers additional features that, separately, these many devices may not be able to offer.
One common example of this is that many multifunction printers offer the ability to scan directly to local or network storage. This can streamline the sharing process when scanning documents. Rather than scanning the document, saving it to a computer, and then emailing the document to the people it needs to get to, the employee can simply scan to the shared drive where the relevant recipients can access the file almost instantly. This obviously saves time but can also improve productivity and collaboration as users can grab the file, make any edits they may need to make, and the workflow process can continue seamlessly.
Enhanced IT Management
With more and more devices being used for work, the stress on IT staff increases as well. Each device needs to be set up correctly, maintained, and troubleshot during the life of the device. If they are internet-connected devices then they need to be monitored for cybersecurity issues and updated or replaced accordingly. All of this requires more time and attention from the IT staff. Depending on the size of the company and the number of devices, additional staff may need to be hired or perhaps existing staff are working overtime. This is now an increased cost.
Instead, a single multifunction printer can replace multiple pieces of office equipment and save IT staff time and money. Now, only one device has to be maintained and monitored. In the future, when upgrades are made, only one device needs to be replaced.
Make the Switch Today
The productivity benefits from multifunction devices are important in any busy workplace. These devices can reduce costs, streamline workflows, and make it easier for staff to do their best work. To see how a multifunction printer can help your workplace, contact the business specialists at Virginia Business Systems today.