How to choose a Multifunction Printer That Won’t Weigh Down Your Operations

In today’s technology-driven workplaces, the office printer has evolved into a hub of productivity. Modern multifunction printers (MFPs) combine printing, scanning, copying, faxing, cloud connectivity (and more) into one, efficient device.

Yet, with so many options and features available, finding the right one can be challenging. The ideal MFP should meet your team’s needs, align with your budget, and scale as your organization grows.

Whether upgrading outdated equipment or equipping a new office, this guide will help you find the best fit for your team’s needs, budget, and long-term goals. 
 

Understanding multifunction printers

A multifunction printer combines several tools into one machine:

• Printing
• Scanning
• Copying
• Faxing (available on select models)
• Cloud and app integrations
• Document management capabilities 
   

For many offices, a multifunction printer replaces multiple standalone machines, which means less equipment to maintain, fewer supplies to manage, and a cleaner work area. When you choose the right device, teams spend less time troubleshooting and more time working on what matters.
 

Why the right choice matters

Not all multifunction printers are made equally. Choosing a device that doesn’t match your needs can lead to service calls, slow performance, and higher costs over time.

• Streamline daily document workflows
• Reduce IT support requests
• Strengthen document security
• Improve collaboration across departments
• Lower overall printing and supply costs

For small and midsize organizations, a well-chosen device is an investment in efficiency, reliability, and long-term cost control.  

7 steps to choosing the right multifunction printer

1. Start with a print assessment

Before evaluating specific models, assess your organization's actual printing needs:

• How many users require access to the device?
• What is your average monthly print volume?
• Do you primarily print in color, black and white, or both?
• What document sizes and types are most common?
• Are finishing options like stapling, collating, or hole-punching necessary?

For growing businesses, it's also important to consider projected needs 12 to 24 months ahead. A multifunction printer should support both current workflows and anticipated expansion.

2. Match features to your workflow

Different teams have different priorities. Choose an MFP that aligns with how your organization functions.

a. For General Office Use

Look for reliable, all-in-one models with:

• Fast print speeds of 25 pages per minute or higher
• Duplex (two-sided) printing
• Basic scanning and cloud connectivity
• Secure access controls for users

b. For Creative or Marketing Teams

Prioritize MFPs that handle:

• High-resolution color output
• Graphic-heavy documents
• Larger format printing options
• Handling for specialized paper types
• Precision calibration for images and graphics

c. For Legal, Finance, or Healthcare

Focus on security and compliance features:

• Secure print release (PIN or badge authentication)
• Encrypted document storage
• Audit trails and user tracking
• Integration with document management systems

d. For Remote or Hybrid Teams

Choose cloud-connected devices offering:

• Cloud-based printing
• Mobile print and scan-to-cloud functionality
• Remote management and monitoring tools
   

3. Don’t overlook device size and location

Multifunction printers range from compact desktop units to large floor models. Think about:

• Available office space
• Proximity to frequent users
• Noise levels in open areas
• Accessibility for employees 
   

For many small businesses, compact floor models that maintain full functionality offer the best balance. The device should integrate seamlessly into your workspace rather than requiring accommodation.
 

4. Look for cost transparency and efficiency

The purchase price is only part of the total cost. Look beyond the sticker price to understand:

• Cost per page for color and black-and-white prints
• Toner or ink yield and availability
• Expected maintenance costs
• Power usage and efficiency ratings

Looking at the total cost of ownership makes it easier to spot devices that are truly cost-effective, including models that use less energy and keep per-page printing costs low.  
 

5. Plan for support and scalability

Even the most reliable printer will need periodic maintenance. Look for:

• Manufacturer warranty coverage
• Availability of certified support technicians
• Remote monitoring for early issue detection
• Integration with an MPS program for proactive maintenance

Ensure the device can grow with your organization by supporting upgrades such as extra paper trays, finishing accessories, or advanced connectivity.
 

6. Security shouldn’t be optional

Today’s printers are connected to the same networks as the rest of your business systems, which means they can also introduce security risks. It’s important to select devices with built-in safety features such as:

• Data encryption and secure storage
• Authentication for print release
• Role-based access controls
• Regular firmware updates

These features help maintain compliance and protect against unauthorized access.
 

7. Seek expert guidance

Choosing the right multifunction printer is about more than checking off technical features. It means finding a device that fits your workflows, supports potential growth, and stays within budget. Many organizations work with trusted technology advisors who can evaluate their specific needs, recommend reliable devices from manufacturers like Xerox, HP, Kyocera, Toshiba, and Konica Minolta, and support the solution long after installation.
 

Making the right investment

A multifunction printer plays a bigger role than many organizations expect. When chosen thoughtfully, it can simplify everyday work, safeguard sensitive information, and help control costs, all while fitting seamlessly into your broader IT environment.  

When evaluating your next MFP, focus on the features and support structure that match your business goals today while leaving room for tomorrow’s growth.

Need help evaluating multifunction printer options for your specific business requirements? Contact Prosource for professional guidance on selecting the right device and configuration for your organization.