Where Should Your Multifunction Printers (MFPs) Be Placed In Your Office?

Is your multifunction printer or copier constantly jamming, overheating, or breaking down? Before you assume it’s the machine, consider this: MFP placement has a major impact on performance, reliability, and lifespan. Where your multifunction printer (MFP) sits in your office can make the difference between a smooth workflow and daily frustration.

In this article, we’ll answer the most common questions people ask about MFP placement, share our checklist for an ideal setup, and explain how proper positioning supports efficiency, ergonomics, security, and even sustainability.

Quick Summary: Printer Placement Best Practices

• Never place an MFP on the floor: dust, dirt, and poor ergonomics reduce lifespan.
• Keep printers in clean, ventilated, low-traffic areas (away from windows, vents, and walkways).
• Maintain proper conditions: 18–24°C (65–75°F) and 40–60% humidity.
• Leave 30–60 cm clearance on sides and back for airflow and service access.
• Centralized vs. multiple printers: central is cost-efficient, multiple improves convenience, hybrid often works best.
• Ergonomics matter: raise devices to 28–34 inches (Ricoh offers floor-standing base units for ideal height).
• Plan for security: place printers handling sensitive documents in controlled or semi-private zones.

Is It Safe to Put a MFP on the Floor?

We don’t recommend it. Placing a MFP or copier directly on the floor exposes it to dust and debris and it will likely need to cleaned more often. 

If you have no alternative, follow these precautions:

1. Use a platform or mat to lift the MFP off the ground.

2. Increase cleaning frequency around the device.

3. Keep it out of walkways where dirt and traffic are heavy.

4. Maintain ventilation space on all sides.

For long-term performance, the best option is a dedicated MFP stand or cabinet that keeps the device elevated, stable, and user-friendly. In fact, Ricoh MFPs are designed with optional base units that raise the device to a comfortable working height in floor-standing configurations.

MFP Placement Checklist for Offices

When we design printing solutions for clients, experts at Office Interiors considers multiple factors. Here are the non-negotiables for MFP placement:

1. Keep the Area Clean

Multifunction printers are precise machines. Dust, dirt, or debris can quickly cause paper jams or print quality issues.

• Place printers in low-traffic areas to reduce dust.

• Regularly vacuum or sweep around the printer.

• Wipe down surfaces with an electrostatic cloth.

• Keep paper trays clean and free of debris.

2. Maintain Proper Temperature and Humidity

Multifunction printers perform best in stable conditions: 18–24°C (65–75°F) and 40–60% relative humidity.

• Avoid windows, radiators, or AC vents.

• Prevent paper from absorbing moisture, which causes curling and jams.

• Ensure toner fuses properly by keeping the environment balanced.

3. Avoid Contaminants

Food, drinks, and even Post-it notes can wreak havoc on a multifunction printer.

• Never place beverages nearby.

• Remove staples or paper clips before feeding documents.

• Keep sticky materials like tape away from the paper path.

4. Balance Accessibility and Productivity

Multifunction printers should be close enough for convenience but not so central that they disrupt focus.

• Position devices near teams that print most often.

• Avoid excessive walking distances that reduce efficiency.

• Balance high-traffic accessibility with cleanliness.

5. Allow Adequate Space and Ventilation

Multifunction printers need “breathing room”:

• Leave clearance in front for users.

• Provide space at the sides and back for airflow and maintenance.

• Make sure trays can be pulled out fully.

6. Confirm Electrical and Network Requirements

Before finalizing a spot:

• Ensure there are enough outlets (printers or copiers draw significant power).

• Confirm network connectivity for print jobs and scan-to-email functions.

• Plan cable management to avoid trip hazards.

7. Minimize Noise Distractions

Multifunction printers are noisy during heavy print runs.

• Avoid placing them near meeting rooms or call areas.

• Keep them out of designated quiet zones.

Some Other MFP  Placement Considerations You Might Overlook

Mapping Print Demand Across Your Office

One of the most overlooked aspects of copier placement is understanding who prints the most and where they sit. If printers or copiers are placed without this in mind, team members can lose time walking across the office or crowd around a single device.

Here’s how to approach it:

• Survey staff printing habits or use print-tracking software to measure demand.

• Create print 'zones' by mapping departments with high print volume.

• Avoid bottlenecks by adding additional devices where multiple departments overlap.

• Aim for balance: a central location for convenience, but not so central that noise or traffic causes distractions.

Ergonomic and Safety Considerations

MFP placement isn’t just about convenience, it’s about user comfort and safety.

• Height matters: Printers should be placed at a working height of around 28–34 inches so users don’t strain when loading paper or using the touchscreen.

• Avoid awkward bending or reaching: Top trays and screens should be easily visible and accessible.

• Cable management: Keep cords secured and out of walkways to prevent trip hazards.

An ergonomic setup not only improves user experience but also prevents workplace injuries.

Maintaining Privacy: Secure Printing and Controlled Zones

For industries like healthcare, finance, and legal services, confidentiality is critical. Printer placement should support secure document handling:

• Place MFPs in secure or semi-private areas for sensitive departments (HR, payroll, healthcare records).

• Use secure print release features that require authentication before documents are printed.

• Avoid high-traffic common areas for devices handling confidential information.

Space, Ventilation, and Maintenance Accessibility

Multifunction printers need space to breathe:

• Leave at least 30–60 cm (12–24 inches) clearance behind and beside the machine.

• Ensure trays can extend fully.

• Provide easy access for service technicians.

Tight or enclosed placements cause overheating and increase breakdowns.

Sustainability and Energy Savings in Print Environments

Printer placement can also support sustainability goals.

• Keep printers away from heating/cooling vents to avoid energy waste.

• Pair printers with nearby recycling bins for easy paper disposal.

• Consider smart plugs or timers to reduce standby power consumption.

Small changes add up to meaningful energy and cost savings.

Is Your MFP Really in the Right Place?

Printer placement is more than a convenience, it directly affects print quality, uptime, and your team's productivity. A poorly placed printer leads to more jams, service calls, and frustration. A well-placed one saves money, reduces downtime, and keeps workflows moving.

At Office Interiors, we help businesses across Atlantic Canada design efficient, reliable, and sustainable print environments. Reach out to us today to learn more.