Multifunctional Machines: The Pros and Cons of "All-in-One" Technology

Is your workspace so cluttered that you have no room to perform simple tasks, such as writing lists? After all, with a computer, printer, fax machine and scanner surrounding your desk, how could you even locate a notebook? If you need to free up some valuable desk space, read the pros and cons of investing in an all-in-one office solution.

The Pros

Here are the pros of purchasing an all-in-one machine:

• Cost-efficient: One machine that is able to print, scan, fax and even copy costs much less than purchasing these four machines separately.
• Space-saving: Obviously, one piece of equipment takes up considerably less room than three or four machines.
• Single source of support: If one of the machine functionalities needs to be fixed, you only have to call one customer-service representative, as opposed to three or four.
• If one function breaks while your apparatus is under warranty, you'll get a new machine with all new functions. On the other hand, if the machines were separate and one device broke, the others would not automatically be brand new.
• These machines usually come with software to help you manage the different functions, such as file management for scanned documents and printing capabilities.
• Downloading driver updates is simple. (Bear in mind: Drivers allow a program to communicate and work with your computer's operating system and need to be updated as programs advance.)

The Cons

On the flip side, below are the cons of purchasing a multifunctional machine:

• If one function (i.e., scanning) breaks and the machine has to be repaired, you lose the use of the other functionalities while it's being serviced.
• Occasionally, the quality of an all-in-one solution is not as specialized as that of a standalone machine. For instance, do you require printing capabilities like collating, stapling and folding? Unfortunately, a multifunctional machine won't provide as much functionality as a full-sized printer.

Weighing Your Options

When contemplating whether you should purchase an all-in-one office solution, ask yourself the following questions:

• Do you require a high-functioning printer that will print thousands of copies in black/white and color? Do you need stapling, collating, duplex printing, etc? If so, investing in a multifunctional machine may be a mistake.
• Do you need to scan documents rapidly? If the answer is "yes," an all-in-one solution is probably not for you, as these machines tend to be slower than standalone scanners.
• Do you have a large budget for cutting-edge, top-quality printers, fax machines, scanners or copiers? If so, you may want to spend more on larger machines that produce faster results and serve multiple office professionals.
• Are you one of a handful of office employees who utilize a printer, copier, fax machine or scanner? Is desktop real estate a concern for you? And, can you wait a little longer for your machine to perform? If so, consider investing in an all-in-one solution.
• Is your budget tight and your need for a copier, scanner, fax machine and printer minimal? Bear in mind: Prices for multifunctional machines range from $60 to more than $500.

Popular Multifunctional Solutions

Don't know which multifunctional machine to purchase? Consider the five top-rated solutions of 2008:

1. Canon Pixma MX7600, which retails on Amazon.com for $330.34

2. Lexmark X502n, which is listed for $699

3. HP CM1017, which is available online for about $599

4. Brother DCP-9040CN, which sells for approximately $399

5. HP OfficeJet Pro L7780, which is listed for $279

Evaluate the pros and cons of an all-in-one machine to see if this technology is the answer to all of your desk woes. After all, purchasing one may save you time, space and money!