7 Ways Outdated Print Services Cost You Money

Have you been thinking about ways to reduce workplace costs? You probably didn’t realize it, but if you’re still utilizing outdated print services, it might just be one of the biggest contributors to your business’s monthly expenses. 

Companies considering upgrading to managed print services often ask: “What will happen to the old printers and copiers we’ve been using for years? Can we still use some of them?”

The short answer is yes, you still can. However, before you continue using them on a daily basis, consider the following:

  • Are your old printers capable of new updates?
  • Won’t your old printers drain your IT sources?
  • Are your old printers and copy machines high maintenance?
  • Can your old printing services embrace your assets with security?

If your answer is no or you’re not sure, using them might just lead to higher expenses—which will ultimately get in the way of your goal to reduce workplace costs

Here are seven ways outdated print services could cost you more resources:

1. Outdated Devices, Software, and Technology Are Slow 

Outdated printers and copiers can be slower and less reliable compared to new ones. Even if they are functional, they’re not sufficiently equipped to meet the needs of today’s workers and their clients.

Many of the old printing devices don’t have modern features such as document sharing and wireless connectivity. These two qualities are not just convenient but also undeniably essential to fast-track the workload of employees.

Even newer printers that include those features but have a high usage tend to be slow because their parts wear out quickly from repeated use. 

Just like cars, company printer fleets must always be up-to-date for optimal performance. If not, your employees will waste time waiting for their printing to finish instead of spending that time on other important things.

2. Higher Risk of Breakdowns 

Aside from being slow, older printers and copy machines also require more maintenance,  which means more expenses for your business. They also have a higher risk of breaking down. 

Not only is it a hassle when this happens, but it will also affect your business operations which ultimately cost you time and money.

3. Higher Cost-Per-Page 

Some old printers can churn out about 5,000 pages per cartridge which sounds like a lot. New printers, on the other hand, can spew as many as 20,000 pages per toner cartridge. 

Switching to new printers could cut your cost-per-page by 25 to 50%. They also use less energy than old printers. 

An ink cartridge that contains four different colours of ink

4. More Expensive Replacement Parts 

Manufacturers usually stop making and carrying replacement parts for old printers after a few years. So if you have a printer that’s over seven years old and it suddenly breaks down, it might be difficult for you to find a replacement.

Fixing printers without parts is hard, not to mention expensive. On top of that, most printer service companies don’t sell service contracts for printers that are over eight years old.

5. Higher Business Capital Costs 

Offices need more than just prints—they need to be able to scan, fax, and make copies too. To ensure a smooth workflow, most offices are equipped with tons of devices to cater to all the employees’ documentation tasks. When combined, the total price of all the print devices that fill the office is not cheap.

Sticking to the traditional practice of constantly updating your fleet of printers (which will likely be considered outdated in a few years) results in a high cost of capital. Instead of equipping offices with pricey devices that take up a lot of space, many businesses opt for managed print services. 

It’s one of the cost-saving measures that gives you access to the latest and most organized technologies in the print industry without having to worry about device maintenance expenses.

6. Security Threats 

Research shows that 60% of businesses in the U.K., U.S., France, and Germany suffer print-related data breaches in a year.

If you’re still utilizing outdated print services, the chances are high that you’re not equipped with the most secure technology. This will put the company at risk because it’s an easy way for hackers to get in. They can breach company assets, steal information, or even take down your business operations. All of these situations could cost you a hefty amount of money. 

7. Print Processes are Harder to Track Down 

If you don’t track your printing cost, you also won’t be able to understand where most of your money ends up. 

Outdated print services with no real-time software cost you money and time—as they are usually ineffective at providing proper data monitoring and analytics. Imagine employees in different departments printing personal documents at the company’s expense or wasting a full day waiting for print output reports.

One of the smartest ways to reduce workplace costs is through managed print services. 

An office worker photocopies a document

Reduce Workplace Costs with Managed Print Services 

Managed print services significantly reduce workplace costs by optimizing the volume and method of printing in your organization. 

That’s what we do at Integr8. We accurately assess your current printing infrastructure and find the best strategy to get you the best value out of your money.

We offer different types of managed print services: cloud printing management, print vendor consolidation, FollowMe printing, print security auditing, digital document management, and more. 

If you want to discuss your managed print services needs with us, contact us today. We offer free, no-commitment consultation.

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