Though spending money on new office equipment rarely makes any business owner's list of favorite things, it may be necessary. Not only that, but it may make a big difference in overall productivity, and save you money in the long run. Here are the three big benefits of upgrading your copiers, plus some tips to help you determine whether it's time to make the upgrade.
3 Big Benefits of Upgrading
Copiers are a huge part of everything you do, so it makes sense to have only the best; unfortunately, that's not always easy. Everyone knows that technology is constantly advancing, and it feels like you buy a machine only to have it become obsolete in a few months. That can make upgrades seem unwelcome and wearisome--but once you do a little homework, you'll start to see that upgrades are not only easier than keeping an outdated copier, but also cheaper and less stressful.
Still not convinced? Here are three reasons why upgrading your copier might just be the best thing you can do for your company.
#1: Repair and maintenance costs
Older copiers are just more expensive. Sure, you'd have to pay that initial price all over again if you upgraded, but the truth is that outdated copiers end up way more costly when it comes to repair and maintenance. New machines have the benefit of stronger, hardier designs, which makes up for any initial cost.
One of the biggest benefits of upgrading your copier is that you'll step into a whole new world of document security. Old machines don't have the same capabilities, which means that you could be missing out on encryption, management tools, and more that help safeguard your most sensitive data.
#3: Overall performance
The simple truth is that old machines probably don't work as well as they used to. You might be accustomed to it and not even notice it, but you could be wasting time, money, and energy on copies that are less than perfect, all when you could be getting fast, easy copies with a new machine.
4 Signs You May Need A Copier Upgrade
Just because it isn't broken doesn't mean it doesn't need to be replaced. Here are four signs that it might be time to upgrade.
YOUR BUSINESS IS CHANGING OR GROWING
If you have recently gone through business growth, made big changes in the way you conduct business, or if you are anticipating either in the near future, it's a good idea to assess your current equipment.
When your business changes or grows, you can't always expect your old office equipment to keep up. Usually, that equipment was purchased based on the requirements of a specific time. You likely need to add to your fleet or upgrade your copiers in order to address your new needs.
COSTS ARE RISING
One big indicator that it's time to upgrade is related to costs. Overspending isn't something you just have to put up with; it's something that you can change. A new copier can help you control costs by running more efficiently and cost-effectively. It also can help you reduce outsourcing costs if you have had to send some of your jobs out.
The root of higher costs could be due to repairs, reduced productivity, or simply inefficient copying in the office. Today's copiers are more efficient in both workload and energy use, so it definitely pays to check out new models if you're seeing higher spending.
REPAIRS ARE MORE FREQUENT
Are you repairing your copier frequently? Having issues with paper jams or low-quality copies? If so, it's probably time for a new one. Repairs and reprints really add up over time and can cause a big burden on your budget. If you're wondering about upgrading and whether it's worth the cost, take into account the amount you're spending on these factors.
The easiest way to figure out if it's time to look at copiers is to consider how frequently the machine is serviced. Increases in breakdowns and service calls is a key indicator that your copier's glory days are over. After office equipment hits a certain age, the costs of constant repair can significantly outweigh the cost of a new device.
Even if your machine seems to be running okay after repair, it pays to look at the overall cost of maintaining and repairing your unit.
SECURITY AND PRODUCTIVITY HAS A HIGHER PRIORITY
If you want better productivity or need a higher level of security, a new copier should be in your future. Today's copiers can dramatically boost the productivity associated with copying, and today's copiers are much more secure than older models. You have more options to control access and better features like encryption. As for productivity, there are many ways an upgrade can enhance the efficiency of your office.
Similar to the repair issues mentioned above, a decrease in productivity and efficiency is a good sign that it's time to move on. Whether it's constant downtime or long lines at the copier, upgrading your system can make a huge difference in lagging efficiency. Plus, many newer models support mobile use -- a growing trend in business.
With growing technology comes growing security threats, and plenty of older office equipment simply cannot handle today's sophisticated threats. If your office is struggling with security, or if you know your equipment is a soft spot in your overall security environment, it's worth it to check out newer copiers.
If you're constantly thinking about, fixing, or cursing your copiers, it's time to consider an upgrade. Adding new copiers to your fleet gives you the benefits of increased security, better productivity, and fewer repairs and frustrations. Not sure what you need? Want to determine the most cost effective path for your business? CPC Office Technologies has locations across Florida and Alabama, so get in touch today and we'll be happy to talk about your options.