Publish date: 24.10.23

Changes in office working trends since 2020 have meant that for many businesses who have heavily invested in A3 Multifunction Printers (MFPs), these devices now go unutilised.

A3 was always considered the most cost-efficient choice. Not anymore. If you’ve found yourself printing far less than in previous years, it’s time to reconsider your office setup and switch to a new HP A4 device to optimise workflows, save costs, and improve your overall productivity. In this blog post, we’ll delve into why businesses don’t need to pay the premium for unused A3 MFPs when its simple to switch over to A4.

Right-Sized Equipment

A3 MFPs are designed for handling larger paper sizes, typically used for specialised printing tasks like posters, marketing document proofs and architectural drawings. However, for most businesses, the need for such capabilities is infrequent. In fact, just 1% of print volumes are A3. A4 devices, on the other hand, are tailored for everyday office tasks, like printing standard documents and reports. By switching to A4, you can match your equipment to your typical tasks, eliminating complexity and reducing costs.

Cost Efficiency

One of the most compelling reasons to make the switch is cost. A3 MFPs come with a heftier price tag, both in terms of initial investment and as the device ages, ongoing operational expenses. A4 devices, on the other hand are more affordable to purchase and include consumable agreements for toner which bring on-going running costs closely in line with A3. Over time, these cost savings can make a significant impact on your IT budget.

Space Optimisation

A3 MFPs are often larger and bulkier than A4 devices with a significant physical office footprint. By switching to A4, you free up valuable office floor space, which can be used for more productive purposes. Smaller devices are also more mobile and easier to relocate within the office or building, so you can make sure they’re available where they’re needed the most.

Enhanced User Experience and Productivity

Modern A4 devices are designed with office workflows user-friendliness in mind. They have intuitive interfaces and support a vast array of on-device productivity apps such as HP for Google Drive, HP for One Drive Business, Quickbooks, Sage Intacct and PaperCut Hive, which in previous generations you’d only typically see on A3 devices. This on-device functionality reduces and minimises errors in document management and the enhanced user experience, which in turn leads to increased productivity and efficiency.

Faster Printing and Scanning

Brand new HP A4 devices typically offer faster print and scan speeds than their last-gen A3 counterparts. This means your team spends less time waiting for documents to be printed or scanned, which can be especially crucial when dealing with high volumes of paperwork or tight deadlines.

Eco-Friendly

Sustainability is a growing concern for many businesses. Newer A4 devices consume less energy and paper compared to older and larger A3 MFPs, contributing to a greener office environment. This can be a boost to your businesses’ eco credentials: by making the switch, your business can reduce its environmental footprint and align with eco-friendly practices.

Scalability and Flexibility

As your business evolves, so do your printing and document management needs. A4 devices are easily scalable to accommodate your changing requirements. Whether you’re expanding or pivoting, adapting smaller devices to your evolving needs can be simpler and more cost-effective than dealing with the inflexibility of larger, ageing A3 MFPs.

In Summary

In a competitive business landscape, efficiency and cost-effectiveness are paramount. Ditching under-utilised HP A3 MFPs in favour of A4 devices can be a smart move for your organisation. It allows you to right-size your equipment, lower costs, optimise space, and enhance the staff user experience. Plus, it aligns with eco-friendly practices and provides the flexibility needed to adapt to changing business demands. Making this transition can unlock greater efficiency and cost savings in your document management processes, ultimately contributing to the success and sustainability of your business.

Now more than ever, it’s time to streamline office printing and make the switch to A4.