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What Can Multi-Function Printers Do?

Also known as multi-function product, multi-function peripheral, all-in-one, multi-function device, and multi-functional, a multi-function printer in Singapore is a type of machine that includes the functions of different devices in one.

It is ideal for office settings that need a laser printer, copier machine, e-mail, fax, scanner, and colour printer. A multi-function printer and copier addresses the needs of a centralized office workflow, so that the management, production, and distribution of printed documents can be easier.

What are the types of multi-function printers or MFP? What are the functions you can expect from such devices? And what should the office look for in MFPs before you buy printer?

Types of Multi-Function Printers

Some manufacturers in Singapore classify MFPs according to their print speed and duty-cycle, but there are other features that are found in some brands that others don’t have. Today, MFPs are generally grouped into four.

1. Office MFP – The size of this printer from oki printer shop in Singapore is ideal for office spaces and have the most features among the MFPs, such as printer, copier, scanner, fax, custom software, network scan, email, data encryption, and many more.

2. All-in-One – This printer will look like any regular desktop laser printer or office printer in Singapore. It’s an ideal MFP for small offices and homes that need printing, scanning, copying, faxing, photo-printing, and even a DVD burner.

3. SOHO MFP – This office printer is also designed for smaller spaces, but is slightly larger than the all-in-one MFP because it has more paper trays. It also features sorting, collation, stapling, hole-punching, and duplexing.

4. Production Printing MFP – This device is the largest of the four and is designed for speed and high-quality printing. It’s ideal for offices that need to print booklets or books for office use.

Devices Included in Multi-Function Printers

Not all MFPs have the same features, but the four most basic functions are printing, scanning, faxing, and copying. Other MFPs might include any of the following functions or devices.

    • Network printing, USB, and other connections
    • Duplex printing
    • Different paper formats
    • Automatic document feeder
    • Duplex scanning
    • Scan transfer methods
    • Scanning security features
    • Faxing
    • Answering machine
    • Cordless phone
    • Color fax
    • Document finishing, such as duplex, stapling, hole-punching, folding, and cover binding
    • Image scaling or rotation
    • Storage capacity
    • User authentication features

Disadvantages of Multi-Function Printers

MFPs can improve the office workflow, but it also has its downsides.

    • There are some MFPs that can only do one task at a time. It means that if it’s printing, it cannot scan or fax at the same time.
    • MFPs can do a lot of things, but you will not get the same quality performance from standalone printers. If your office needs quality photos for example, an inkjet colour printer is a better option.
    • The more expensive MFPs usually have faster printing speeds and high-quality printouts. But if you need printers that can print good quality color images, select MFPs that split the colors individually in more than three colors.
    • A standalone copier machine often does a better job than an MFP when it comes to copying documents.
    • MFPs take up a lot of space than a desktop printer and a standalone copier machine.

Points to Consider When Purchasing an MFP

A single office printer or a copier machine is ideal for offices that do not have a huge workload or do not need to scan, print, and copy in bulk. You can also save more by using special printers for specific needs such as printing colored documents on a graphic art printer or colour printer, because the mono printer will not be overworked. But for offices that need to print several copies daily for various end users, a centralized multi-function printer is the most ideal.

The only difference between a copier machine and multi-function printer is the size of the device, but besides its placement, there are other things you need to consider before you buy printer in Singapore.

    Print Volume. If your office only prints mono documents, you do no need any special printers such as a graphic art printer or a colour printer. Instead, the features you should look for in an MFP should fit the needs of your office. An MFP, no matter how attractive the features might sound like, is only ideal for huge offices because it will take up more resources than are necessary in a small office.

    Printing Speed. By getting a good estimate of the office’s print volume per day, you will get an idea of the printing speed needed. An office printer should have at least a 20-ppm speed. If the print volume is higher, look for printers with at least 40 ppm speed.

    Duplex Printing. This feature will allow the office to save more paper by printing on both sides of each sheet.

    Print and Scan Resolution. A good laser printer should have at least a 600-dpi resolution, while a graphic art printer should have at least a 1,200-dpi resolution. Experts agree that for mono printing, a laser printer is more ideal, while the inkjet printer is the choice for printing photos and illustrations.

    Connection. An MFP is ideal for remote printing, so make sure to check its network capability.

    Scanning Features. An MFP should have a network scanner and a touchscreen interface for accessibility. With this, the users will be able to scan and email from their desktop and computer applications.

    Sorting. An office that has a large print volume will find the sorting feature useful.

    Paper Size. A personal laser printer can accommodate up to 150 sheets per day, but this is ideal only for small offices. If your print volume is high, look for an office printer that can accommodate more than 200 sheets.

    Secondary Features. Look for additional features that your office can use, such as scanning, faxing, stapling, binding, multimedia support, parallel port, image editing, built-in HDD storage, Bluetooth, USB, Firewire, hole punching, and many more.

Accounting Software Mistakes and How to Remedy Them

Even with an accounting program, it’s still possible to commit some mistakes. However, there are some errors in accounting that you simply can’t afford to make, especially if you’re just starting out as an entrepreneur in Singapore. So to brief you with what these costly accounting software errors are, we’ve listed some of the most common mistakes that small business owners commit, together with the tips on how you can possibly avoid or correct these problems.

1. Not Scheduling or Performing Data Backups

Most small and even large Singapore businesses often fail to realize the importance of performing or scheduling file and system backups, and only realizes its importance when their system crashes together with the important files. Yes, you might never have to use your backup files, but if you’ve experienced any system crash, then we bet you know just how important it is to perform data backups to keep your business running.

HOW TO AVOID THIS: Schedule Routine File and System Backups. One way to avoid losing your data is to perform regular file and system backups on your accounting software. It’s even advisable that you store backup files in separate locations so that even if worst case scenarios like natural disasters occur in your area, your business will be immediately up and running.

2. Hiring an Unqualified Accounting Personnel

Let’s say you noticed that your best accounting software from Singapore isn’t giving you accurate expense and income reports: some figures in your financial report don’t add up, and your budget-to-actual statement is not as accurate as you need. You might initially think that there’s something wrong with your software, but you should also consider that the errors might be caused by the software’s user.

Poor hiring decisions often plague small Singapore businesses, since hiring a random person with a so-so accounting experience is much cheaper than getting an experienced accounting professional.

HOW TO AVOID THIS: Improve the Hiring Process of Your Company. Other than getting a good accounting software, you should also work on hiring an accounting professional that understands the industry you’re in as well as the program that your business uses. Make sure that each of your hires are experienced in terms of using an accounting software. The best way to test their skills is to ask them to perform a certain task using your software. Another option is to conduct an examination that will test the person’s basic understanding of the accounting principle as well as the accounting software that you are using.

3. Not Providing Accounting Software Trainings

Most business proprietors think that their employees can just figure out how to use an accounting software. However, today’s accounting software programs have become more complex – in fact, even working with user-friendly programs like QuickBooks can be frustrating for employees if they don’t have any resources to guide them.

HOW TO AVOID THIS: Provide Training Opportunities for Employees. Providing training materials and opportunities for your employees might require you to spend some bucks, but it will prove to be beneficial both for you and your employee in the long run. Giving them training opportunities will help in ensuring that your employees will fully understand the accounting software – its features as well as the best ways to utilize it. Moreover, conducting training will also increase their productivity since they’ll be freed up from all their repetitive tasks with the help of the accounting software.

4. Failure to Upgrade your Accounting Software

Data compatibility issues often occur when an accounting software hasn’t been upgraded. Waiting for a couple of years before upgrading your software usually causes these types of problems. In some instances, you’re stored data might even become corrupted or inaccessible if you wait too long just to upgrade your software.

HOW TO AVOID THIS: Perform Periodic Software Upgrades. Including periodic software updates in your business plan is one way to ensure that you get to upgrade your program. Remember that your software should be updated every two to three years so that your business won’t be at risk of losing any accounting data. Also, knowing when your accounting software company will release the software’s newer version will help you in getting your necessary software updates.

Selecting an IT Support for Your Business

Choosing an information technology support for your company can be a strenuous task. Your chosen support company can directly affect your business’ flexibility, productivity and even the business’ bottom line. Technologies such as mobile phones, laptops, emails and instant messengers play an essential role in communicating with your prospect clienteles. But what if your email malfunctions? Or you can’t collect some important data from clients because of internet connection problems? These are just some of the reasons why businesses need reliable IT support who can lessen the possibilities of such problems.

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The IT Partner and the IT Vendor

The two may sound the same, but an IT company like www.dynatech.com.sg from Singapore that agrees to be your IT support partner has real difference from an IT vendor that’s plainly marketing their services and applications to your company for the sake of their own profit. When calling an issue in an IT vendor, most likely you will get a response 5 hours later, expressing that they can’t come today because their staffs are currently working on a system problem in one of their major clients. To this vendor, your firm is just one of those small fishes in the sea.

To an IT support partner in Singapore, it doesn’t matter how big or small your company is. They take time in analysing and understanding the nuts and bolts of your business. They know what’s best for your system and will suggest ways on how to efficiently use the equipment for the betterment of your company.

Signs of Dependable IT Support Company

When looking for a network and computer support company, be keen to some essential signs whether the potential partner is a perfect choice for your business. Ask these following questions to help you pick the right one.

IT Support Team

• Will I be given one person who will be my company’s primary IT specialist?

If the IT company says No, then there are bigger chances of chaotic consultations every time you consult for a computer or network issue. If there are multiple consultants assigned to your account, chances are your issues can slip easily to blame game – “I thought John will be the one to come over for the computer repair.”

• What if my company’s consultant is not available, what solutions can you offer?

Another important matter businesses in Singapore should know is the capability of the company to cope up with emergency situations. There are some network and computer issues that have to be solved immediately, and if the assigned IT consultant is not available, you have to know what their emergency measures are to ensure immediate solution of your company’s issues.

Use Your Instincts

First conversations with your potential partners will give you a glimpse of how they work. If your queries cause them to be uneasy, or they answer you as if they are hassled and hurried and, expect the same attitude when you choose them as your IT partner. An IT company who focuses on partnership will certainly have good results in achieving the company’s goals.

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