Free Up Office Space with Multifunction Devices
Not long ago, cellular phones were simply used for phone calls. However, today we can e-mail, text, surf the internet, take pictures, and even watch movies on our cell phones. It is very clear that we expect a single device to do more than just one task. This should not be any different in the workplace.
With the digital revolution in full swing, people are getting more and more used to working with a myriad of devices, each designed to make our lives just that little bit more convenient. The traditional office probably includes printers, fax
machines, copiers and scanners. These devices not only take up physical space, but they also consume financial resources.
Just as our cell phones have integrated with other devices, a multifunction printer (MFP) can combine various document-related tasks into one easy-to-manage machine. With a MFP, your company can cut overhead costs and free up valuable space. Plus, you can help enable remote employees with easy online integration.
Cost Effective Color Printing
The use of color documents is continuing to rise in almost every industry. Therefore, you are probably looking for ways to reduce their color output costs. Fortunately, there are several smart ways that you can enjoy the benefits of color printing.
Tip 1: Avoid Ink Jet Printers
Color ink jet printers are often bundled with the purchase of a PC. Therefore, it is easy to accumulate them without actually purchasing them. Unfortunately, they are actually the most expensive color output devices to operate when running full-color documents longer than 1-2 pages.
Tip 2: Eliminate Unnecessary Background Color
Documents with solid color backgrounds use a considerable amount of toner and take more time to process, slowing down the printing time. This can cause costs to skyrocket.
You can increase productivity and reduce costs by using bright colors on a white background. While a colorful background may look good on your computer screen, that same image will actually look more professional when printed with a white background.
Cost Effective Color Printing
The use of color documents is continuing to rise in almost every industry. Therefore, you are probably looking for ways to reduce their color output costs. Fortunately, there are several smart ways that you can enjoy the benefits of color printing.
Tip 1: Avoid Ink Jet Printers
Color ink jet printers are often bundled with the purchase of a PC. Therefore, it is easy to accumulate them without actually purchasing them. Unfortunately, they are actually the most expensive color output devices to operate when running full-color documents longer than 1-2 pages.
Tip 2: Eliminate Unnecessary Background Color
Documents with solid color backgrounds use a considerable amount of toner and take more time to process, slowing down the printing time. This can cause costs to skyrocket.
Upgrade Your Systems for Cost Savings
Offices everywhere continue to explore how they can reduce their carbon footprint. However, many offices fail to realize that some of the biggest power consumers are copiers and printers.
With today’s multifunction systems, it is very easy to install a single machine that will print, copy, scan and fax. A typical workgroup consumes 481 kWh per month and costs over $600 per year to power. Now think about how many workgroups are in your company and see how more devices, may not always be better.
Reducing the power consumption of your printer and copier fleet makes both environmental and economic sense. Here are a few ways that we can help you accomplish this:
Solution 1: Device Consolidation
A practical solution for decreasing costs is consolidating devices with multifunction systems that print, copy, fax and scan. Today, there are many options available that include compact desktop systems, robust workgroup and even departmental systems.
Increase Productivity with Multifunction Devices
There is no doubt most offices have taken advantage of the benefits of wireless internet. Without having to deal with cumbersome cables, employees are able to conduct their work throughout the office, increasing collaboration. Now you can increase the productivity of your business even more with multifunction devices with Wi-Fi connectivity. A wireless device allows documents to be printed from portable laptops, digital cameras or other devices within range.
Through the use of a built-in Wireless Network Interface Card (WNIC), printers are now more mobile and versatile than ever. By replacing the standard USB connection, you allow for minimal cabling to connect the device to electricity. Not only does this provide mobile printing, but it also makes reallocating your devices quick and easy.
Wireless multifunction devices still have all the features of a standard device and also reduce clutter and dangerous cables in offices. With access to a central printer connected to a Wi-Fi hub, hundreds of employees will have printing capabilities without having to share cables.
When it comes to designing and customizing the layout of workspaces, wireless devices offer expanded flexibility. Most wireless multifunction systems can work within a radius of about 150 feet.
Reasons for the Surge in Multifunction Popularity
This year over 1.2 million office multifunction systems will be installed in the United States and the movement continues to grow. These systems provide printing, copying, faxing, and scanning features in one cost-effective device.
The basic logic behind these systems is obvious: it is just practical to combine these similar functions for cost savings and fewer devices to supply. 
However, some of the largest reasons behind the rapid implementation of these systems extend beyond cost savings. Multifunction devices can merge with document management software to allow process automation and deliver bottom line results.
- Modernized Communication: Multifunction systems email, fax and print together. Scan to email functionality delivers paper documents securely to their recipients as email attachments. Fax routing directs incoming faxes to email addresses.
- Automated Business Processes: Multifunction systems offer a convenient on-ramp to get paper onto a digital network. New capture software provides the technology for information to be read from scanned documents where it can be routed through a pre-defined workflow.
Reasons for Multifunction System Popularity
Pin Pointing Needs Critical to the Right Program
The Situation . . .
The printing and copying needs of Olmsted County’s 20-plus departments range widely. From departments with very sophisticated printing needs to those that only need basic printing functions, Olmsted County’s challenge was to meet the needs of each department accurately. “Unless you really dig in and have meaningful discussions with departments identifying their real printing needs, you might as well be working off wish lists from those departments or lists that generalize all function,” stated Debbie Palmer, Purchasing Manager for Olmsted County.
With numerous County buildings spread out geographically there isn’t a great deal of opportunity to share equipment. Factor in limited budgets and the need to be vigilant in spending taxpayer dollars, and the need for absolutely pin-pointing individual department
requirements is critical. “Our biggest challenges are always going to be money and resources,” Palmer said. “So it really is all about getting the right machines in the right places and then monitoring them to make sure they are doing the right job for us. The key is having a competent partner you trust, and we have that with EO Johnson.”
Three Simple Recycling Strategies for Your Office
The world is focused on recycling. One of the best places to start may be with your office laser printers and multifunction systems.
Here are three simple steps to cutting waste and saving money:
- Recycle Paper Put recycling bins next to your printers and copiers. Most municipalities have recycling services. You can also use recycled paper in your printers and copiers. Make sure to select a good quality of recycled paper that is rated for laser printers and copiers.
- Duplex Printing A great way to immediately cut paper usage is to set your printers and multifunction systems to default to duplex (two-sided) printing. This is especially helpful for long print jobs because duplex printing literally cuts your paper usage in half.
Fax Server vs. Multifunction Printer
Fax Servers and Multifunction Printers offer a lot of the same capabilities and are a great tool for any office.
A Fax Server is a set of software running on a server computer that is equipped with one or more fax-
capable modems attached to a telephone line or a software modem emulator that can transmit the signal over an IP network. A fax server’s function is to receive fax calls and accept documents from users, convert them into faxes, and transmit them, store them, or pass them onto a different user. Users can communicate with the server through a local network or the Internet.
One little known fact is that a Multifunction Printer can offer a lot of the features a fax server can. A Multifunction Printer is an office machine that can incorporate multiple devices in one so a business can have a centralized document management system. A MFP combines the abilities of a printer, scanner, photocopier, fax machine, and email and is great with handling many processes at once.
