There are healthy sounds that an office printer will make. These may resemble a “whirring” as the machine warms up, or a “ker-chunk” as the paper moves through the printing path to the output tray. But if you hear a grinding noise or if error messages pop up on the printer’s display – there may be a paper jam – or worse.
As office technology ages, it can experience more frequent breakdowns and reduce your staff’s productivity. That is when you will hear a new sound. One of annoyed, grumbling employees wondering when the printer will be up and running, again.
If you are faced with this dilemma, here is what you will need to know in order to allow your team to focus on core business activities without the distraction of frequent printer issues or unexpected costs:
Making the best decision for your office's printing needs can save you significant amounts of time, reduce unnecessary expenses, and prevent countless headaches. By carefully evaluating your options and considering factors such as cost, efficiency, and technological advancements, you can ensure that your office's printing setup is optimized for productivity and sustainability.
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Fixing an old printer might seem like the more economical choice at first glance. However, the hidden costs can quickly add up. Frequent breakdowns mean repeated service calls, which not only cost money but also disrupt your office's workflow. And surprisingly, the cost of labor and parts for repairs can be quite high. Often, finding a technician who specializes in older models can be challenging and expensive. Before you know it, the total expenditure on repairs can easily surpass the price of a new printer.
Plus, older printers often consume more energy, leading to higher utility bills. For a comprehensive overview of the costs associated with printers, including both upfront and long-term expenses, check out our guide on how much a printer really costs beyond the price tag.
One common issue with older printers is the availability of parts. As manufacturers discontinue older models, finding compatible parts becomes increasingly difficult. This scarcity can lead to higher prices and longer downtimes as you wait for the parts to be sourced.
In some cases, you might not be able to find the necessary parts at all, rendering your printer useless. This can be a significant inconvenience, especially if you rely heavily on printing for your daily operations.
Upgrading to a new printer can often save you money, in the long run. Modern printers are more energy-efficient and require less maintenance, which translates to lower operating costs. In addition, many new models come with warranties that cover repairs for a certain period, reducing unexpected expenses. To explore the latest advancements in printer technology and how they can benefit your business, read our article on printer industry trends that could impact your business.
Moreover, new printers often come with advanced features that can increase productivity. Faster printing speeds, wireless connectivity and multifunction capabilities can streamline your office operations, allowing your team to focus on more important tasks.
Environmental sustainability is another factor to consider. Older printers are typically less energy-efficient and have a larger carbon footprint. Upgrading to a newer, more efficient model can help reduce your office's environmental impact.
Newer printers often come with eco-friendly features such as duplex printing (printing on both sides of the paper) and energy-saving modes. These features not only help the environment but can also result in cost savings on paper and electricity.
Partnering with a Managed Print Services (MPS) provider can offer additional savings and benefits. MPS providers offer options that you can choose from to construct a contract that will serve your needs – from maintenance and repairs to just-in-time toner delivery. This can significantly reduce the workload burden on your IT staff and ensure that your printers are always in optimal working condition. To learn more about the advantages of MPS, read our article on why you should consider buying printers as a service.
The Gordon Flesch Company can also help you analyze your printing habits and identify ways to optimize usage and reduce costs. By leveraging our expertise, you can make informed decisions about changes in your printer fleet – ultimately saving money and improving office efficiency. Contact us for a free review of your print fleet. We will even offer suggestions on how to improve your workplace efficiency.
