The IT Pro’s Guide to Choosing the Right MFP
Choosing the right multifunction printer (MFP) may involve more variables than you think. On paper, many models from different manufacturers appear nearly identical—similar speeds, resolutions and paper capacities. But dig a little deeper, and you’ll find that not all MFPs are created equal.
For IT professionals, the challenge lies in identifying the features that truly matter for their organization’s needs, especially in today’s hybrid work environments.
Whether you're outfitting a bustling legal office, a school district, or a lean startup, the right MFP should go beyond basic printing and scanning. It should enhance productivity, protect sensitive data and integrate seamlessly with your digital workflows. Following are some key priorities.
1. Lock it Down - Security is Key
Security is no longer optional for MFPs—it’s essential. MFPs are often overlooked endpoints and are vulnerable gateways into your network. A compromised printer can expose sensitive documents or even serve as a launchpad for broader cyberattacks.
Look for MFPs, such as those from Sharp, that offer enterprise-grade security features, like BIOS integrity checks at startup, optional antivirus protection, and encrypted data transmission. These features mirror the protections you'd expect from a secure workstation and help ensure compliance with regulations like HIPAA or GDPR. While no device is invulnerable, robust security tools can significantly reduce your risk exposure.
2. Level Up with Cloud Compatibility
With the rise of hybrid and remote work, cloud printing has become a must-have. As an example, Microsoft Universal Print, supported on most Sharp devices, allows organizations to move their print infrastructure to the cloud, eliminating the need for on-premises print servers. This not only simplifies IT management but also enables employees to print and scan directly to and from cloud-based applications—no more emailing documents to yourself just to print them.
When evaluating MFPs, prioritize models that natively support cloud print solutions like Universal Print. This ensures smoother deployment and better integration with your existing Microsoft 365 environment.
3. UX is Everything
A clunky interface can frustrate users and lead to inefficient workflows. A well-designed MFP like those made by Sharp can offer a user-friendly experience that minimizes friction and maximizes productivity. MFP devices with large, customizable touchscreen displays feature clearly labeled tiles and allow users to personalize their interface with shortcuts. For environments where data entry is common, such as legal or healthcare organizations, consider MFPs with retractable keyboards. Typing on a physical keyboard is faster and more accurate than on a touchscreen, reducing errors and saving time.
4. Mobile Support = Pocket-Size Productivity
Today’s modern workforce expects the ease and accessibility to print and scan from their mobile devices. Whether using iOS or Android, users should be able to connect to the MFP without jumping through hoops.
Choose MFPs that offer mobile apps or support for mobile printing protocols like AirPrint and Mopria. Some apps even allow users to scan directly to their phones or tablets, which is especially useful for field teams or employees on the go.
5. Scan Like a Pro
As businesses digitize more of their workflows, scanning has become a critical function. But it can also be a bottleneck if the MFP isn’t up to the task. For high-volume environments, look for devices that support scan speeds of 100 pages per minute or more. Features like double-feed detection help prevent errors by alerting users when multiple pages are pulled in at once. Advanced models also include sensors that automatically detect page size and orientation, apply compression, and optimize settings, so users can simply load their documents and start scanning with a touch of a button.
Prioritize Specs AND Experience
The right MFP is more than just a printer—it’s a productivity hub, a means to enhance efficiency and a bridge between physical and digital workflows. By focusing on security, cloud readiness, user experience, mobile support, and scanning efficiency, IT pros can make informed decisions that align with their organization’s needs today and into the future.