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10 Signs It’s Time to Refresh Your Printing Technology

Printing technology has come a long way in recent years, with many new features and capabilities that can help businesses in many different industries become more efficient and productive – from healthcare and education to legal and financial services and everything in between . A good printer can and should last about five years (sometimes more). However, it’s important to know when it’s time to update your printing technology, as older or obsolete printers, multifunction devices (MFDs), and copiers can cause problems, create security risks, waste your time and money, and slow down your workflow.

Here are some signs that it’s time to update your printing technology:

Time to upgrade your printing technology

1. Slow printing speed

Printers and MFDs vary in speed. Basic, more compact models can typically print between 20 and 40 pages per minute (ppm), while larger, more rugged models can print up to 100 ppm. However, if you find that your printer is taking longer than before to print documents, it may be time to upgrade to a newer model that prints faster to meet your current needs.

2. Poor print quality

You want your printed documents to be crisp, clear and easy to read. If you’re printing documents with graphics and images for partners or clients, the printed documents look more important — for example, a real estate agent needs to print a brochure to hand out at a client’s open house. If your prints are blurry, smudged, or have poor color accuracy, this could be an indication that your printer needs an upgrade.

3. Frequent paper jams or malfunctions

There’s nothing more frustrating than when you go to print something you need and it gets stuck in the printer. While paper jams can sometimes be caused by warped or poor quality paper, if your printer seems to be jamming or malfunctioning frequently, it is definitely a problem with the printer itself and it may be time to consider a newer, better printer reliable model.

4. High cost of toner and consumables

As printing devices get older, their supplies become more expensive. If you find that you are spending a lot more than you used to on ink or toner, it may be related to the age of your printer and it may be time to upgrade to a printer that operates more efficiently and costs less per page. It may also be time to consider using a managed print service provider’s printer supplies and service program to help you save money on printing supplies.

5. Incompatibility with current software or operating system

If your printer crashes frequently or refuses to respond to basic commands, you may have a print driver problem. Like other software, print drivers can become out of date or lose compatibility with your operating system after you run an update. You can try to alleviate this by uninstalling your print driver and updating it to the latest version, but depending on the age of your printer, it may be time to upgrade to a newer model that will ensure compatibility with your current system.

6. Inability to handle larger or more complex print jobs

If your printer cannot handle larger or more complex print jobs, such as printing on different types of paper, using different media, or trying to print different types of files, that are necessary for your business workflow, Then it might be time to step up to a newer model with more advanced features.

7. Difficulty connecting to the Internet or mobile printing

Being able to connect your printer to a Wi-Fi network and print is critical in today’s workplace, especially with the increase in remote and mobile workers. While connectivity issues can have several causes, if you’re consistently having trouble connecting your printer to a network or printing remotely, it may be time to upgrade to a newer model with better connectivity options.

8. Security or data protection issues

In today’s world of cyber-attacks, printer security is critical, though often overlooked. If your printer isn’t equipped to protect sensitive data or has outdated security features, it may be time to upgrade to a newer model that offers comprehensive built-in security features such as encryption or user authentication.

9. Limited features or functionality compared to newer models

Printers and all-in-ones have come a long way over the past few years, and you’ll be surprised at the new features that come standard with many new models. If your printer doesn’t have a feature or functionality that you need, such as mobile printing, two-sided printing, wireless connectivity, or the ability to run printer apps, it may be time to upgrade to a newer model that does.

10. High maintenance and repair costs

Similar to the cost of toner and supplies, as printers age, their parts become more difficult to obtain and more expensive to purchase. So, if you have an older device, you may find yourself spending a lot of money maintaining and repairing your printer. In many cases, it may be more cost-effective in the long run to upgrade to a newer model and place this new printer under a managed print service contract.

Is it time to upgrade your printing technology?

There are many signs that it may be time to refresh and upgrade your printing technology. Whether it’s slow print speeds, poor print quality, frequent paper jams, high consumable or maintenance costs, incompatibility with current software or operating systems, difficulties with security or data protection, or a combination of factors, upgrading your printing technology can help to improve your workflow and save you money in the long run. It pays to assess your printing needs, and if any of the above resonate with you, consider updating your printing technology.





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