There’s one constant with technology: it’s going to need to be replaced or upgraded at some point. This includes office copiers. While your current machine may meet all of your copier needs today, the same is likely not going to be true tomorrow. But how do you know when it’s time to upgrade or replace one of these machines? If you’ve purchased one, you may want to use it for as long as possible to get the most out of your money, but if you’re leasing a copier, upgrading is much easier.
Let’s take a look at some of the signs that your office copier needs to be replaced and consider why leasing a copier from Common Sense Business Solutions is often a better plan than purchasing one.
Frequent Breakdowns: A Sign of Decline
One of the first signs that it’s time to replace your old copier is frequent breakdowns. When your copier goes down, it can greatly disrupt your workflow. You may not be able to make copies for your customers, copy internal paperwork, or even print documents if you have a combo printer/copier.
It’s not uncommon for an office copier, especially one that’s used often, to need some repairs after years of use. However, there’s a difference between standard maintenance and expected wear and frequent, disruptive copier breakdown issues. Every time your copier is down, it can cost you money. That cost isn’t just in repair work, either—you’re losing productivity and potentially damaging your company’s reputation and relationship. If a customer is in several times and you’re unable to give them copies of their documents each time, they may begin to become frustrated with you and consider moving to a competitor.
If your copier needs a good number of repairs within a fairly short timeframe, it may be time to replace the copier. By replacing it with a leased printer, you’ll be able to save money and know that you won’t have much downtime if your new machine needs repairs. CSBS will simply bring you a replacement.
Escalating Repair Costs: The Tipping Point
Another sign that it’s time to upgrade a copier is when the repair costs become too expensive. When you get a repair quote that is close to the cost of buying a new machine or would cover the leasing costs for quite some time, it can be hard to swallow. When you reach this point, it’s often best simply to buy a new copier, especially if you’ve had to have it repaired multiple times. Minor repairs can add up over several years, and one single major repair can cost as much as a new copier.
As machines get older, it can be harder to find a technician who is willing to work on them, too. Even those who are willing to perform repairs may have a hard time finding parts. You could end up paying a lot to repair these older models. Why not simply replace this old machine with a new one instead of spending money on increasing repair costs? While it’s commendable to want to repair equipment instead of always buying new machines, there does come a time when an old model simply isn’t worth repairing.
Slow Performance: Hindering Productivity
Poor performance is another sign that your copier has reached the end of its lifecycle. When a printer starts working more slowly or not printing as well as it should, it can affect your efficiency and workflow. Your customers and employees may get frustrated while waiting for their copies. The print quality may also not be acceptable. You may find that your copies are faded in places or aren’t as dark as they need to be. Copies of images could be a little blurry or have other visual issues that impact their usefulness.
Again, this can impact your reputation with your customers. If they have to wait a good amount of time to get copies of their documents or invoices, it can push them to consider your competitors. Leasing your copiers instead of buying them will help you avoid this issue. When you lease with CSBS and start having productivity issues with your copier, you can easily swap it out or upgrade to a new machine that is faster and more efficient.
Outdated Technology: Missing Out on Modern Features
New technology is always hitting the market. It wasn’t that long ago that a company needed to have a copier, a printer, a scanner, and a fax machine. Today, one multifunction device can replace these four machines. Modern office equipment features digital security options, wireless connectivity, cloud integration, and more. Your old copier may not do any of these things. It may not even do some of the more basic, less high-tech options such as collate, staple, or print double-sided.
If you buy a copier that doesn’t have the functions you need, you either have to spend more money on a machine that does or find workarounds. These workarounds often involve doing things by hand. By working with a leasing company and upgrading as new features become available, you can ensure that your office always has the technology you need. You’ll always have the features you need to streamline your operations and improve collaboration while keeping confidential information safe and secure.
Increased Energy Consumption: Impacting Utility Bills
New copiers are simply more energy efficient than older models. While you may not think that energy efficiency is that important in a copier, you do have to remember that it’s one of the devices that’s typically in use most of the day. It may also be turned on all the time, even overnight. New copiers have auto-off features that put them into sleep mode when they’re not in use. This can help lower your overall utility costs and decrease your impact on the environment.
CSBS: Your Copier Leasing Partner in Sonoma County
Whether you have a single copier for your office or a fleet of them spread throughout your building, you want equipment that is current, efficient, and rarely needs repairs. While buying copiers can help you have current equipment for a short period of time, they will become outdated. As they age, they will become less efficient and need more repairs, too. In the end, you may end up paying much more than what you anticipated between the initial cost, the repairs, and the consumables.
That’s why many business owners in Sonoma County have turned to leasing copiers. When leasing from CSBS, you’ll have a variety of different machines to select from. We will help you find the copier that meets your needs and your budget. We will also regularly supply you with toner and provide scheduled maintenance, all without any additional costs. When you want to upgrade, just give us a call. You won’t have to worry about repairs, either—that’s built in to your lease agreement.
Want to know more? Reach out to CSBS today.