If you are looking to upgrade your outdated equipment for printing, copying, and scanning, it may be worth considering a color multifunction printer (MFP). This one piece of equipment can combine multiple stand-alone devices to simplify your workflow and enhance your document quality without adding complexity. A color MFP offers reliable printing with advanced digital features, but with so many options on the market, how do you choose the right one? Below, we’ll cover five key areas to focus on to help you pick the right color MFP for your office.

Know What Your Office Actually Needs

It’s important to assess your office printing needs before you invest in a color MFP. Some offices only need basic color output for the occasional presentation or form. Others, like marketing departments or schools, will require higher volume, consistent quality, and fast output to keep up with daily demands.

Before choosing a new office copier, it’s important to understand your business’s specific needs. Start by asking yourself a few key questions to guide your decision.

First, how many users will share the machine? A smaller team might get by with a basic model, but a busy office with multiple departments will need a copier that can handle higher demand without slowing down or breaking down under pressure.

Next, consider your monthly print volume. Are you printing hundreds or thousands of pages each month? Devices are rated for different duty cycles, and selecting one that aligns with your print volume will help ensure reliability and efficiency over time.

Think about the type of printing you do most often. If your office primarily prints internal documents, black and white may be sufficient. However, if you’re producing client-facing materials, reports, or marketing collateral, high-quality color printing could be essential.

Finally, assess whether scanning, emailing, or faxing is a regular part of your workflow. Many modern office copiers come with multifunction capabilities that combine all of these tasks into one convenient device, streamlining daily operations and saving space.

By answering these questions up front, you’ll be better equipped to choose an office copier that truly supports your team’s needs.

These questions will help narrow your options and ensure you’re not over- or under-investing. Also, consider how your office operations may grow in the next few years. The right color MFP should keep up with demand, however, it’s a costly mistake to buy a machine with functions that you will never need.

Features to Look for in a Color MFP

Once you have analyzed what you need your machine to do, you can then evaluate and prioritize certain features.

  • Print speed and duty cycle: Make sure the device can handle your busiest days without slowing down or jamming.
  • Scanning performance: Look for high-speed duplex scanning, automatic document feeders, and clear resolution.
  • Mobile and cloud printing: Support for AirPrint, Google Cloud Print, or other mobile tools can streamline how your team accesses the printer.
  • Secure printing options: PIN or badge-release features protect sensitive information and reduce unauthorized printing.

A machine must be easy to operate for your entire team; a touchscreen display and an intuitive interface will make daily use easier. By carefully considering and prioritizing features, you can match the color MFP to your office needs.

Energy Efficiency Pays Off

In today’s world, energy efficiency is important to cut costs and help protect the environment.

Printers, especially high-volume ones, can quietly consume a lot of power over time. That’s why it pays to look for ENERGY STAR® certified machines.

According to the U.S. Environmental Protection Agency, ENERGY STAR-rated MFP color uses up to 60% less energy than standard models. They achieve this by entering sleep mode when inactive, warming up quickly, and optimizing print settings to reduce waste.

Many MFP color machines also offer eco-settings, like toner-saving mode or defaulting to duplex printing, that reduce resource use without compromising quality. Over time, these features can translate into real cost savings for your office.

Don’t Overlook Service and Support

A broken color MFP or a lack of toner can bring your entire workflow to a halt. Even a minor disruption – an unprinted client proposal or invoice – can crash your team’s productivity and cause frustration.

Partnering with a dependable local provider ensures fast support, automatic toner replenishment, and proactive maintenance, all of which keep your operations running smoothly and your team focused on what matters most.

Look for vendors who offer:

  • Flexible service contracts
  • Remote diagnostics and troubleshooting
  • Fast access to parts and supplies
  • Options to upgrade or scale as your business grows

It’s also worth considering managed print services, which can augment your print needs, monitor usage, automate supply delivery, and reduce costs across the board.

Should You Lease or Buy?

One of the biggest decisions you’ll face is whether to lease or purchase your new machine. Both options have pros and cons, depending on your business model and budget.

Leasing can be appealing because it spreads costs, covers service (in many cases), and gives you access to upgrades every few years. For businesses focused on cash flow or growth, leasing offers flexibility and predictability.

For some companies, purchasing may be better if they plan to use the same equipment for years and have in-house IT resources to manage it. It often results in lower long-term costs, though it does come with higher upfront expenses.

Talk to your provider about what makes the most sense for your workflow, budget, and team size. It’s an important decision, and the right answer isn’t one-size-fits-all.

Ready to Upgrade Your Print Environment?

The right color MFP should actively support your team by combining high-quality printing, fast scanning, and reliable copying in one machine. Taking your time and considering your office needs is important in making the right purchase. The right multifunction printer can be a key productivity tool, helping to streamline daily operations and reduce the time spent on repetitive manual tasks. With smart feature selection, built-in energy-efficient settings, and dependable service in place, your color MFP can enhance both performance and cost-efficiency across your entire team.

If your business is based in Troy, Detroit, or Flint, Elite Imaging Systems offers tailored print solutions designed to match your workflow, space, and budget. Our team specializes in pairing businesses with the right technology, backed by flexible leasing options, responsive service, and local expertise you can count on.