Office printers play a vital role in keeping day-to-day operations running smoothly. However, as technology evolves, even reliable equipment can become a bottleneck. Outdated printers may lead to frequent repairs, inefficiencies, or higher costs, all of which hinder productivity. Recognizing the signs that it’s time to upgrade the office printer can save your office time and resources while boosting workflow efficiency.
Here is a quick list on what issues affect the office printer:
1. Frequent repairs and downtime
2. Slow printing speeds
3. Lack of security features
4. Inability to sync with office systems
5. High operating costs
On average the lifespan of an office printer will vary depending on what kind you are using. An inkjet printer is three years, however a laser printer can last five or more years.
Frequent Repairs and Downtime
If your printer requires constant maintenance or frequently breaks down, it’s likely costing your business in both productivity and repair expenses. Here is a list of common occurrences that will keep an office printer offline for an extended period:
Clogged Printheads:
A high frequency of clogs often result from dry ink, debris, or inadequate maintenance.
Ink Supply:
Improper ink supply management, such as running out, using expired ink, or storing it poorly, can harm print quality and damage the printer.
Electrical Problems:
Issues like power surges and static electricity can damage printer circuitry and lead to malfunctions.
Mechanical Malfunctions:
Rollers, gears, and belts are common printer components that can fail due to wear and tear or improper handling.
Software and Firmware Issues:
Any compatibility issues with either outdated drivers or firmware is a common culprit for extensive downtime.
Environmental Factors:
Common external factors can result from a build up of dust, fluctuating temperatures, changing or excessive humidity levels, to name a few.
Once your printer starts to produce bad prints, it is a clear sign that it needs to be replaced. Make sure to test that it is not the ink-jet cartridge or a low quality ink that is not a fault before investigating a full unit replacement.
An outdated printer may lack the durability and reliability of newer models. Regular maintenance can combat the need for full replacement if a regime is started early on in the printer’s lifespan.
Slow Printing Speeds
Modern office workflows demand efficiency. Therefore, A slow printer can disrupt operations and delay important tasks. This creates a backlog of deliverables that most businesses cannot afford. If your printer isn’t keeping up, it’s time to upgrade the office printer.
To help gauge the proper printing times, keep the following timelines in mind. For most modern office printers printing a multipage document the following will be applicable standards.
Inkjet Printers: Typically print at speeds ranging from 10 to 20 pages per minute (ppm) for black and white documents, and around 5 to 10 ppm for color. Higher-end models may print faster.
Laser Printers: These are generally faster, with speeds ranging from 20 to 50 ppm for black-and-white documents. Some advanced models can print even faster, especially for monochrome pages.
These are generally accepted industry standard speeds. Factors like document complexity (e.g., heavy graphics or mixed content) and network speed can also affect print times. Some printers have duplex (two-sided) printing, which can slow things down due to the extra processing step.
If your office printing is exceeding these parameters, it is time to investigate the printer settings or upgrade the office printer.
Lack of Security Features
Data breaches and document security are growing concerns for businesses of all sizes. If your current printer lacks secure print release or encryption capabilities, your sensitive information could be at risk. Modern machines will include document security and device authentication to protect your business’s information.
Inability to Integrate with Office Systems
Modern offices rely on cloud storage, mobile printing, and advanced workflows. As a result, older printers may not be compatible with these systems, causing disruptions in your processes.
Upgrading to a newer printer with features like cloud integration, mobile printing, and seamless system compatibility can enhance productivity. Consider printers designed to support these advanced capabilities, ensuring smooth operations across your office.
High Operating Costs
If your printer consumes excessive amounts of ink or toner, or if the cost of replacement parts is prohibitive, it may be more economical to upgrade the office printer. Energy inefficiency is another common issue with older devices. Each cartridge contains information on the estimated yield of the product which can be found on the manufacturer’s website.
This is the best way to ensure a business is getting the most out of its resources.
Ready to Upgrade?
Streamline your office operations with reliable, modern equipment from Boynton Office Systems. Moreover, as a trusted Canon Technology Partner specializing in Alaskan business, we can support you with the latest models of high-speed Canon printers that handle large volumes quickly, without compromising on quality.
Contact us today at boyntonoffice.com or call 1-800-833-7768 to discuss your needs and request a free quote. Let Boynton handle the details while you focus on running your business efficiently.