So how do you know when it’s time to move on? And how can you upgrade your copier without slowing everything down? Start by watching for these seven signs.
Replacing a copier can feel a lot like replacing a refrigerator.
It still works, for the most part. It hums along in the background. But maybe the ice maker stopped months ago. The temperature is inconsistent. You’ve had to reorganize the shelves just to make things fit. It’s not completely broken, but it’s no longer making life easier. It’s just not inconvenient enough to force the issue.
Office equipment often follows the same pattern. When a copier starts falling behind, the signs can be subtle. But over time, those small issues stack up: longer wait times, more service calls, clunky workarounds, and growing frustration from your team.
Just as waiting too long to replace a refrigerator can lead to spoiled food, waiting too long to upgrade a copier can result in wasted time, higher costs, and lost productivity. So how do you know when it’s time to move on? And how can you upgrade your copier without slowing everything down? Start by watching for these seven signs.
7 Signs It Might Be Time to Upgrade Your Copier.
Not sure whether your current device is still the right fit? Here are seven signs that suggest it may be time to consider a replacement.
1. Frequent Breakdowns or Service Calls
If the copier regularly jams, misfeeds, or requires maintenance, it's likely creating bottlenecks and frustrating your team. Frequent downtime disrupts workflows and slows down day-to-day operations.
2. Parts and Toner Are Difficult to Source
Older devices often face supply challenges. When parts or consumables become harder to find, service becomes slower and more expensive.
3. Missing Key Features
Modern copiers include features that support digital workflows, such as scan-to-cloud, mobile printing, and automated routing. If your current device lacks these capabilities, it could be holding back your team's efficiency.
4. No Insight Into Usage
Without tracking or reporting tools, it's difficult to know how much is being printed, where costs are coming from, or where waste is occurring. This lack of visibility limits your ability to manage resources effectively.
5. Security Concerns
Copiers handle sensitive information, and older models often lack essential protections like data encryption, user authentication, or secure print release. This can leave confidential information vulnerable.
6. Performance No Longer Meets Demand
As teams grow or workloads shift, a device that once fit the organization may now be underpowered. Slow print speeds, limited finishing options, and small paper capacities are common signs of a mismatch.
7. The Device Is 7 Years or Older.
Technology changes rapidly. Devices older than seven years may not meet today's expectations for energy efficiency, security, or integration. Operating costs typically rise as equipment ages, even if it's still technically functional.
Time for a Copier Upgrade? What a Modern Copier Can Deliver for Your Organization.
Upgrading is more than a hardware swap. It’s an opportunity to improve how your organization handles information. Newer devices can:
- Lower print-related costs through efficiency and automation
- Improve document security with built-in protections
- Integrate with cloud storage and document management systems
- Enable mobile and hybrid teams to stay productive
- Reduce downtime through proactive monitoring and smarter service alerts
- The right copier can become a productivity hub that connects print, scan, and digital workflows.
How to Upgrade Your Copier Without Workflow Disruption.
A successful upgrade doesn’t have to impact daily operations. With the right process, transitions can be smooth and well-timed. Here’s how most organizations manage the change:
- Evaluate the Current Environment: Look for a partner that is willing to assess usage patterns, workload volume, and workflow requirements.
- Choose the Right-Fit Technology: With the backing of a partner's due diligence, select a copier model(s) that aligns with current needs and allows room for future growth.
- Install and Configure Devices Properly: Ensure proper setup, network integration, and system compatibility.
- Train End Users: Count on a reliable partner to provide brief training sessions to help staff get comfortable with new features and functionality.
- Monitor and Support: Use remote monitoring and reporting tools to keep devices running at peak performance and respond quickly to supply or service needs.
- Ensure Provider takes a Proactive Approach: Waiting for a copier to fail often leads to rushed decisions, costly downtime, and missed opportunities. Recognizing early warning signs allows for smarter planning and a smoother transition.
An upgrade can unlock more than just improved print quality. It can streamline your workflows, tighten security, reduce waste, and help your teams work more efficiently with less effort. Click below to schedule your meeting to begin your upgrade process!
