In today’s fast-paced office environments, efficiency isn’t optional but a given. Delays in printing, scanning, or sharing documents can slow down decision-making, disrupt workflows, and increase labor costs, especially in environments where time-sensitive tasks are constant. Whether you’re running a startup in Midtown or managing a corporate suite in Lower Manhattan, chances are your team prints, scans, copies, and faxes documents daily. That’s why more New York businesses are turning to multifunction printers (MFPs) to consolidate these core functions into a single device. But the real challenge lies in choosing the right MFP.
The stakes are higher than they seem. Pick the wrong machine, and you’re left with productivity bottlenecks, bloated costs, or features you paid for but never use. Pick the right one, and you streamline your operations, improve your print quality, reduce your print footprint, optimize your consumable supplies, and give your team tools that actually support how they work.
This article discusses how to choose a multifunction printer (MFP) that matches your business needs, and whether a multifunction printer lease might be a smarter move than buying one outright.
What Is a Multifunction Printer (MFP)?
A multifunction printer combines several devices into one (all-in-one): printer, copier, scanner, and often fax. Instead of maintaining four separate machines, each with its own maintenance needs, power consumption, and space requirements, you get a single, integrated solution in one device.
Modern MFPs go beyond printing and copying. They offer ease of use with features like:
a. Scan-to-email or cloud storage
b. Document encryption and secure print release
c. Optical Character Recognition (OCR)
d. Workflow automation
e. User authentication controls
With technology from providers like Xerox®, today’s MFPs can integrate directly into your document management systems, enabling smarter document flows and improved security across your organization.
Questions to Consider When Choosing the Right Multifunction Printer?
1. What Do You Need It For?
Start with your business priorities. Are you a legal firm printing lengthy contracts or an accounting office scanning client files to the cloud? Your volume and usage needs should determine:
a. Whether you need color or monochrome
b. Print speed (pages per minute)
c. Paper handling and output capacity
d. Monthly duty cycle
An overpowered machine might inflate your costs unnecessarily. Too basic, and you’ll hit performance issues by Q2. Be as incisive as possible about what your team prints, scans, and shares on a daily basis.
2. Do You Want a Printer That Can Multitask?
Multifunction printers are built to juggle, but the level of multitasking differs. Some entry-level MFPs can only handle one function at a time (e.g., scanning locks out printing). Others, particularly business-class models like those from Xerox®, support simultaneous functions across users.
Ask:
a. Can multiple employees scan and print at the same time?
b. Does it queue tasks efficiently during peak times?
c. Is the interface user-friendly and customizable?
If your office has more than five employees or sees spikes in usage, multitasking functionality is critical.
3. What Is the Total Cost of Ownership?
The sticker price tells only half the story. The total cost of ownership (TCO) includes:
a. Toner and supplies
b. Service and maintenance
c. Energy usage
d. Downtime and support tickets
Some printers look affordable upfront, but come with expensive proprietary toner and poor support. A multifunction printer lease from a provider like Flynn’s often includes ongoing service, supply replenishment, and device monitoring, helping you avoid costly surprises.
4. Should You Buy or Lease Your MFP?
The decision to buy or lease your MFP depends on how fast your business evolves. Buying might make sense if your needs are static, and you plan to use the device for 5–7 years. But for most growing teams, leasing is the better route.
With a multifunction printer lease through Flynn’s:
a. You avoid large upfront capital expenses
b. You get predictable monthly costs
c. You benefit from routine upgrades and proactive service
d. You can scale up or swap devices as your needs change
If you’re managing cash flow or looking to shift print infrastructure into OpEx instead of CapEx, leasing is a no-brainer.
5. Does It Support Secure Printing?
In sectors like finance, legal, or healthcare, document security isn’t a bonus but a must. Ask:
a. Does the MFP support user authentication (PIN, badge, or mobile)?
b. Can it hold print jobs until released by the authorized user?
c. Is data encrypted during transmission and storage?
Secure printing prevents sensitive documents from sitting unattended in trays and protects against unauthorized access to digital workflows.
6. How Well Does It Integrate With My Existing Systems?
If your MFP can’t “talk” to your document management software, cloud storage, or CRMs, your workflows may suffer. Key questions to ask:
a. Is the MFP compatible with Microsoft 365, Google Workspace, or industry-specific tools?
b. Can scanned documents be routed directly into shared folders or case files?
c. Are there APIs or connectors for customization?
Good integration saves time and reduces manual steps across departments.
7. What Kind of Support and Maintenance Is Offered?
Even the best MFPs need maintenance. Knowing what’s covered and how fast you can get help is crucial.
a. Is remote device monitoring included?
b. What’s the typical service response time?
c. Are preventive maintenance visits part of the package?
A strong support structure keeps your operations running smoothly and reduces downtime.
Buying or Leasing an MFP or Multifunction Printer in Manhattan
New York City businesses move fast, and you need technology partners that keep up. Whether you’re outfitting a single office in the Financial District or setting up multiple branches across boroughs, Flynn’s is a trusted Xerox® registered agent with decades of experience serving Manhattan’s most demanding businesses.
We offer:
a. Flexible leasing plans tailored to your budget
b. A wide range of Xerox® MFPs for every business size
c. Professional installation and onboarding
d. Ongoing service and remote monitoring
e. Print security features that meet industry compliance standards
Plus, our local support team means you don’t wait in national queues when you need help.
Explore our leasing options here: Managed Print Services
Conclusion
Choosing the right multifunction printer is about matching the right tool to the way your team works. The goal is to remove friction from your daily workflows, protect sensitive data, and stay agile as your business grows.
Whether you’re ready to explore a multifunction printer lease or just need help comparing models, Flynn’s can help you navigate the decision confidently. We’re here to make sure your print technology keeps pace with your business goals.
Contact us to schedule a consult or a printer demo in your office today.
