Every other year or so we've gotten used to the release of the next new batch of amazing phones.
People line up around the block or camp overnight for a chance to be the first to get their hands on one. Sometimes the changes and upgrades have been revolutionary; more often they're evolutionary.
Either way, we know that we'll be able to do more with the new phones – even if we end up just watching cat videos on a slightly larger and better screen.
While not as exciting for the wider world, copier manufacturers are also constantly innovating and improving their products.
It might not be as exciting as getting a brand new phone, but investing in new office equipment can help your office get more done. There is a time and a place for “if it's not broke, don't fix it.” However, if you've had the same copier for a decade (or even a few years); considering an upgrade isn't a bad idea.
Here are 13 benefits from updating older office equipment.Better Security for Your Documents
With authentication at the device and print rules, you no longer need worry about confidential information in the document output trays for anyone to find, read, and/or copy.
Many devices also include options for encryption of the data on the hard drive and/or for digital shredding. Encryption keeps your data secure in the case of a breach. Digitally shredding data on a set schedule ensures the removal of sensitive data from your copier hard drive – social security numbers, credit card numbers, financial records, etc.
Maintenance and Repair Costs
Keeping your 1963 Corvette Sting Ray humming is an act of love. Keeping old office equipment running is an act of foolishness and false economy. Sure, it's paid for, but how often does the equipment need to be repaired? How much productivity do you lose during that time? Over time, the cost of repairs over a year could be more than a new leasing agreement for a brand new copier could be.
Don't be penny wise and pound foolish.
Launch Automated Workflows
Push a button, launch a workflow with a network-connected copier's scanning capabilities.
Better Output Quality
Over the past decade, the screen quality and resolution for TVs has improved. Manufacturers focus on better use of ink and toner combined with software improvements means the quality of printed, copied, or scanned documents improves with newer copiers too.
Save on the Electric Bill
Those Energy Star ratings really do matter. Computers and other office equipment are major users of electricity in office buildings. As equipment ages, it uses more electricity. Newer equipment continually evolves to draw less energy when in both active and “sleep” or “standby” mode. It's a hidden, but real cost.
Recently, manufacturers have enabled remote troubleshooting on some copier models. While we're not quite ready to launch the nanobots to fix mechanical problems, we're able to identify and fix many software issues remotely. That means no wasted time waiting for the copier technician to reach your office and a faster return to productivity for you.
Apps for Productivity
Scan to email, various cloud services, launch workflows, automatically translate documents, and more with different apps that can be accessed at the copier. Read more about apps here.
Connect With Wireless
Wireless connection options allows mobile printing for remote workers and others on the go. Print from your smartphone, tablet, or laptop.
Ease of Use
Touchscreens are common on newer copiers. Many copier “families” like Xerox's AltaLink will also have the same interface for all models. This familiar interface allows workers to access their frequently-accessed functions via a personalized menu available on every copier in the office. Canon copiers have how-to videos available at the device.
Paper handling constantly improves as well, minimizing paper jams (though we'll never be totally free of jams, read more here).
Faster Warm Up and Less Heat Used
Improved toner allows copiers to use less heat to fuse the toner to the paper. They also warm up faster, so you spend less time waiting and more time printing and copying.
Improved manufacturing and design allows more functionality to be put into a smaller footprint. While size isn't always an issue, if you have an older copier there's almost always a model available today with the same or better functionality that will take up less space in your office.
I mentioned print rules as a part of better security. Print rules can also be used to help you track printing costs and to even reduce those costs (read Paper Cuts to Your Bottom Line).
Improved reliability means more uptime. The ability to remotely monitor equipment allows things like toner level and usage to be monitored. That means toner can be delivered just in time so you never run out and routine maintenance can be performed BEFORE belts or rollers wear out and breakdown – eliminating an unexpected service call.
If your office has a pool going for when the printer is going to break down next or everyone has their secret tips for getting it working again, it might be time to consider new equipment. Even if your equipment isn't “that” old, your business needs may have changed since your last copier purchase or lease.
New equipment could give you that productivity boost you've been searching for. Your office equipment is an investment in your office productivity, not a simple expense.
Be sure you're getting the most out of that investment – and know when you need to invest again.