Resources for All-In-Ones

All-In-Ones Office Machine Business Guide: Print, Scan and Fax on One Machine

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In this digital age, businesses are constantly looking for machines that can do more while saving valuable office space. All-in-Ones make office work simpler by providing printing, scanning and faxing from a single machine. It not only makes the office more efficient, but also saves room by eliminating a separate copier, printer and fax machine.

 

For example, if an employee needs to print out a copy of a report for his supervisor and fax it to a client, then he can do it from one machine. He just prints the report and then faxes it using the same piece of equipment.

 

Benefits

 

There was a time when office machines required their own room in an office. They were cumbersome, slow and uni-functional. The introduction of All-in-Ones helped to revolutionize office machines and simplify office work.

 

Efficiency

 

When it comes to business, time is money. The longer it takes to get the work done, the less money is made and clients become increasingly unhappy. By eliminating the need for multiple trips to different machines, work becomes faster and more streamlined. It can also help promote good work flow, because employees do not have to stop working to visit several machines or wait in line for the printer, knowing the document still has to be faxed from the machine down the hall.

 

Space

 

All-in-Ones take up the space of a single office copier or printer, if using a less expensive personal model. Large-scale office machines are bulky and irregularly shaped. With an All-in-One, offices don't need separate areas for each individual machine. This saved space can be used for additional office space or storage. Businesses can have two large scale machines side-by-side instead of eight single-function machines.

 

Cost

 

While All-in-Ones are more expensive than the individual single-function models, when the printer, scanner and fax machines are added together, the total price is more than a quality multipurpose machine. When a business starts out or during rough economic times, every penny counts and a multifunction machine costs less overall.

 

Maintenance

 

Office machines break down over time, because of natural wear and tear and excessive use. If an office has several single-use machines, they can come from different manufacturers and require separate maintenance calls for each one. All-in-Ones can be fixed with a single repair call, regardless of which aspect of the machine is broken. The repairman can also see other issues that may not be currently presenting themselves, but will in the near future. He can fix those issues and avoid a second or even third maintenance call.

Pitfalls

 

While there is no doubt that All-In-Ones can have significant benefits to businesses, there are some issues that make them less than ideal.

 

Function Compromised

 

The multifunction device may print or scan with high definition quality, but that doesn't mean all the functions are of equal strength. Often, the machine has one function that surpasses the others, and this could end up hampering its use. An All-In-One isn't of much use if only one function is of high enough quality for office use.

 

Lack of Multi-use

 

On office may have several computers and workstations networked to a single All-In-One machine. If several employees want to use the machine at the same time, it may only be able to accommodate one at time. This creates a delay in efficient productivity, as employees wait in line for their prints or faxes. This breaks the flow in the office and creates frustration.

 

Total Breakdown

 

When one of several single-function machines breaks down, it can be an annoyance, when the All-In-One goes down, it can become a nightmare. If the problem involves a major part of the machine, then all the functions can stop working. This leaves the office without any way to print, scan or fax. This could completely stop the flow of work until it is fixed. It can take several days for the machine to be repaired, or it may need to be completely replaced. While this is going on, the office may need to purchase small printers, scanners and fax machines to use until the large machines is working again.

 

Pricing

 

Pricing of an All-In-One device can be misleading, depending on the strength of the functions and size of the machine. A personal multifunction device can cost as little as $40 and go to several hundred dollars, depending on the quality of the various functions. An All-In-One machine that is networked to several workstations and users can cost several thousand dollars.

 

The office needs to be a place of efficiency and streamlined workflow that All-In-Ones help provide, but a business must take the time to choose the right machine for the job. It should not only meet price requirements, but quality and speed requirements as well.