The role of multifunction printers (MFPs) in improving workforce productivity has increased more than ever. With mobility gathering momentum in enterprises, MFPs have now evolved to support functions on the go, allowing you to print, scan, fax or copy whenever and wherever you want.
Also thanks to innovations in cloud, the new-age MFPs provide integrated cloud services and collaboration, enabling you to save the files in cloud or directly email to the recipients.
What is the relevance of cloud-enabled MFPs in today’s work environment? Well, a quick survey within your organisation will help you understand the benefits of cloud-based MFPs. For example, count the time taken by each employee to re-create a document available as hard copy by typing it line by line. You may consult your Finance how long it takes for them to translate the figures from hard copy invoices into their accounting software. You may also enquire from your team if they ever faced difficulty sharing documents while they are away from their desk. Now compare the scenario when they are provided with an MFP capable of doing all these tasks at the convenience of their home, an airport, or even foreign countries. Analyse these responses and calculate the gains in terms of savings on time, effort and efficiency.
Cloud integration brings savings on many other fronts. It supports office automation, mobility and collaboration in modern enterprises. The effort involved in preparing, saving and sharing of documents is reduced considerably. With cloud print approach, you have the option of retrieving the document from any cloud-enabled MFP without installing any printer driver, or specifying the name of the printer. The OCR file conversion capability makes it further easier for you to convert a hard document into editable/ searchable electronic document.
Let us have a quick glance at how cloud integration enables cost savings and efficiency in organisations.
Savings on IT: Cloud services are known for their impact on IT savings. Traditional software and hardware components incur huge capex and opex, but cloud services require only a small recurring fee. Since the host takes care of the hardware components such as server, network equipment, and similar components, the user is free from the complexities associated with managing them. There are no software components such as print driver, utility software etc., so there is no maintenance or upgrades to worry about. Thus a cloud investment for your MFP will not only improve its capabilities but also bring dramatic cost savings.
Mobility: The evolving digital landscape has influenced employee behaviour to a great extent. The changes are reflected in enterprise work culture too. With a single employee handling multiple devices such as smartphone, iPad and laptop at a time, integration of mobile devices into enterprise network has become a necessity. The cloud-enabled MFP environment supports this transformation by providing a common platform for sharing, accessing, printing and scanning documents from multiple mobile devices and in multiple file formats.
Security: Security is one of the topmost concerns for organisations looking to embrace mobility and cloud. With a large number of apps doing rounds, it becomes a herculean task for you to monitor and manage them in the enterprise network. Advancements in cloud have relieved organisations from the threats associated with sharing files in cloud and mobile apps. Reputed cloud service providers offer round-the-clock security to your cloud investments. As a standard practice, they also use 128-bit encrypted transmission for information security and compliance. Their services are also backed by robust SLAs which foolproof your assets against any misuse.
Collaboration: The integrated cloud environment facilitates collaboration in enterprises. With its document sharing capabilities, the print cloud feature allows you to send documents to specific recipients in a highly secure manner. The scan-to-cloud approach enables you to directly transfer files to different cloud services including Google Drive, Salesforce, SharePoint, NetSuite, eFax, Office 365, Evernote, Box, and more. Or you can email the document directly to the recipient. With such features, the cloud integrated MFPs reduce the burden on your IT, while also improving workforce productivity.
In a nutshell: The era of digital enterprises has been evolving rapidly. To become part of this transformation, you need to invest in technologies that drive business growth and competitive differentiation. Printing technologies have evolved to transform the traditional office into a digital workstation that improves employee engagement through communication and collaboration. In this scenario, it becomes the responsibility of the organisation to allow its employees to leverage the power of modern applications like cloud integrated MFPs and be part of the overall growth.