It’s not often people stop to think about their printers—until something goes wrong, that is. If your printing devices are continually breaking or malfunctioning, you may be wondering whether it’s time for an upgrade.
One of the most common reasons for not upgrading office printers is budget. It may be tempting to save money by putting off your printer upgrade for another year. But once you factor in the costs associated with repairs, lost productivity, and poor-quality prints, keeping the same old printer starts to become less appealing.
Thinking about a printer upgrade? Here are four clear signs you’re ready.
Sign #1: You’re calling for service more frequently
If you’re making printer service calls on a regular basis, it’s time to assess whether a new device is in order.
Every time your printer or MFP breaks down or malfunctions, the same issues arise:
- Workflow is held up and productivity is lost
- Costs increase as you continue paying for labor and parts
- Employee frustration grows
Keep track of how many times per quarter or per month you call for repairs on your printing devices. Once it becomes clear that the disruption, cost, and frustration are no longer worth it, it is a sign that you’re ready to upgrade.
Sign #2: Your data is unsecure and vulnerable
Today’s printers and MFPs are often fully-fledged networked computers. Much like any connected device, MFPs can pose a risk to your data security if you don't take the proper precautions. Any risk to data security is a risk most businesses can’t afford to take.
Just like networked computers, MFPs can store data on their internal hard drives that need to stay secure when connected to an internal network. If your current printers don’t have—or aren’t capable of having—security features such as user authentication, managed access, and encryption, then it’s time to seriously consider an upgrade.
Sign #3: Your business needs have evolved
If your company has grown or changed, chances are your printing needs have also changed. As your business needs evolve, it’s important to monitor your printer usage. You can tell that your printer doesn’t meet your needs if it:
- No longer provides the page output you need (whether in volume, speed, or both)
- Can’t hold the paper capacity you need
- Doesn’t have the technological capabilities to fit seamlessly into your workflow
- Doesn’t offer the user interface your employees need to be efficient
As your company grows and your printing needs change, what worked for you five years ago might not work for you now. Whether related to capacity or technology, when you notice that your print devices no longer fit seamlessly into your business, it’s time to consider an upgrade.
Sign #4: Employees are increasingly frustrated with functionality and print quality
Your team most likely uses your office’s printers and MFPs every day. When such a critical tool isn’t functioning as it should, tensions grow. Employees may feel as though they’re being prevented from doing their jobs.
One of the most common complaints with an aging printer is a decrease in print quality. Older equipment can sometimes cause blurred or faded print, ink spots, or blemishes. While the prints may still be readable, they can come across as unprofessional. If you’ve tried changing the cartridge and you’re still getting poor quality results, it’s probably a sign that your printer is failing.
Holding on to your aging print devices may feel like the best decision in the short term, but be careful that your old printers don’t interfere with your long-term business goals. Continually assess the functionality, security, and quality of your printers and make sure they align with your business’s current needs. If they don’t, talk to a print expert and find out an upgrade is the right move.