Older, legacy printers: when to upgrade

As your business changes, so does your need for technology that delivers operational efficiencies.

Maybe today you find you are paying a print service provider (PSP) for color prints because the demand for color print jobs were low. But now, the cost to outsource these projects is getting high. Doing tons of color printing in your office (on the same type of printer the PSP is using!) may justify the new device on its own.

Or perhaps more advanced scanning like that on the SD series, IMC3510SD/C4510SD/C6010SD, would eliminate the need for additional peripheral devices like scanners. Or maybe you need advanced finishing functionality — such as brochures, perfect binding booklets.

Bringing new print functionality in-house may introduce significant cost and time-savings. If your business needs have expanded or changed, it may be time to upgrade your current print device.

What to do

A quarterly or semi-annual review of printed output can expose needs that might be lost in the busy-ness of the every day. When you have a managed print services provider, you should expect to see this type of reporting.

A multifunction device does more than simply print, and it may be that what you need is the more. Integrations into applications like DocuWare and Laserfiche or into your CRM or line of business applications may streamline processes and speed everything from communication to customer response to cash flow.

As an integrator of technology and processes, we highly encourage you to review how your MFPs are currently being used. If you haven’t yet converted your MFP into a capture and communications hub, you might be missing significant opportunities and savings that come from streamlining the flow of information into and through your organization.

Evaluating workflow opportunities

There are many ways to approach workflow and process analysis. Understanding the process and why it is done the way it is will be a key part.

What's also important is knowing what options you might want. Explore available technology that can reduce manual tasks (and errors) or find solutions that can connect two seemingly disparate systems.

Often, for larger organizations, it’s best to look at workflows at the departmental level.

To get started, a conversation with an information professional who brings an outside perspective and can ask questions like our representatives do is often best.

A lot of factors contribute to the total cost of a print device: lease/rental, toner, supplies, cost per print and service contracts, outsourced printing, downtime, integration into processes, and more. All of these can be assigned dollar values to identify the overall cost of your device.

New devices can often introduce lower overall costs as service and supplies fees decrease. You may even find rental and/or lease costs reduce the monthly spend. What's more -- if your device can minimize manual tasks for employees while helping speed the flow of information across your organization, the value (in terms of productivity) can be significant.

Finding cost savings

Most organizations are good at monitoring and managing their costs. And most representatives can quote new pricing on equipment and services. But you want to go beyond simply requesting pricing on new equipment.

The most significant savings will be found when you and a solution representative explore print software options that can enhance your overall printing experience.

For example, an MFP can reduce the need for peripheral equipment and applications, consolidating functionality and integrations to create a much larger savings potential. When looking at larger printer fleets, consolidation opportunities may be even larger, like one of our customers who reduced their printing by 70%.

Sometimes, your equipment is just too old and needs to be replaced. An increase in the need for service or tech support calls and reduced output quality are only a couple of the symptoms of an older device.

When it’s time to replace

Speak with a representative who can help you find the best print device for today but also the best options from output and automation to financing.

Device functionality clearly matters. But it isn’t the only factor to consider. Price matters too and also shouldn’t be a solitary factor.

When looking at new print devices, look for options and flexibility. These could include:

• Flexible leasing options, even out to 72 or more months

• Refinancing program options

• Remanufactured equipment

If you’re interested in what we have to offer for customers who need to upgrade their devices, please speak with one of our representatives.