Getting the Most Out of Your MFP

fgIf you're only using your multifunction printer (MFP) to print or copy reports and occasionally scan a document, you're not getting the most out of your office equipment. MFPs are often underutilized in offices that primarily use them for printing and copying. But these multi-tasking devices are highly versatile and offer many benefits outside of printing, copying, scanning, and faxing.

Here are some ways you should consider incorporating your MFP into your business processes:

• Automate Paper Workflows - By simply connecting your MFP to a business application, you can scan paper documents on your MFP and quickly move them to a business process. You may route the scan directly to a document management system, or email it directly to a client. This allows you to automate your business processes that currently exist on paper by converting the paper documents to electronic workflows. Some manufacturers are integrating retractable QWERTY keyboards into their MFPs to simplify adding notations and indexing the documents that are scanned. Not only is this convenient, it also saves time by not having to go back to your desk to locate and open the file a second time in order to add notes and index.

• Maximize Faxing - Fax files directly to desktops on your network to improve productivity and enhance your ability to collaborate with colleagues on office projects. Desktop faxing also eliminates the need to produce a paper copy of a file or document just to run it through the fax machine to send it to someone outside your office. This saves valuable time and reduces paper waste.

• App it Up - Some MFPs now come equipped with cloud connectivity and app capabilities, allowing you to do a variety of things. Connect to your Google account or upload a file to your customer relationship management system by using simple, user-friendly apps at the MFP.

• Incorporate Vertical-specific Solutions - Many MFPs allow users to customize and enhance their devices for their specific industry. Solutions for education, healthcare, legal, government offices, and many more are available, helping to enhance security safeguards while controlling costs. For example, advanced education software allows teachers to print bubble sheet tests on demand and grade the exams in minutes. And highly secure healthcare software allows doctors to print prescriptions with anti-copy and anti-counterfeit features.

Few businesses have taken the necessary steps to ensure that their multifunction devices are optimized to work within their specific print and document environment. But, your MFP is more than a copier and printer. Learning more about how to maximize your MFPs functions and streamline your business processes will pay considerable dividends.