(From the editor: This article was originally published on Channel Partner Connection.)

Most SMBs (small and medium size businesses) don’t give their printers much thought until a problem brings them top-of-mind. Unfortunately, because the mindset is often, “If it ain’t broke, don’t fix it”, many don’t realize that they are working with outdated devices that don’t meet their needs and are leaving opportunities to cut costs and boost productivity on the table.

Here are 7 questions that can help you realize when it’s time to replace your printer fleet:

stressed business man paper flying

1. Do you know your total print cost – and are you spending more than you should be?

Most people don’t realize that there are simple ways to cut their printing costs that don’t require them to do less printing, starting with your total number and age of your printers. Even if your organization is small, you may still find that you have multiple older printers that don’t meet your needs. Replacing older personal desktop units with newer more advanced workgroup alternatives can significantly reduce their printing costs and help you make the most of limited space. Perhaps even more importantly, many older devices won’t allow you to enable a print management system – or to turn that responsibility over to a trusted partner.

The Xerox Versalink family of business printers, are designed for small and medium size work groups and come equipped with tools that allow tracking of printer usage, which, among other things, can help cut costs by ensuring that documents aren’t printed unnecessarily or left sitting in the printer tray (a waste and a security risk).

2. Does your printer have the latest security features built-in?

A 2017 report from smallbiz.com showed that 43% of cyber attacks target small businesses. One of the most surprising vulnerabilities? The office printer. If the printers you rely on don’t have these security features built-in, it may be time to consider a new one.
    • Authentication. This option ensures that the printer will only release documents when users enter their PIN at the machine. No more potentially sensitive documents lying unsecured at the device.

    • Print encryption. Sensitive data that is sent to the printer without encryption leaves businesses vulnerable to hackers. File encryption protects your data as it moves, ensuring it is safe from creation to the destination.

    • Password protected scanning. By allowing unrestricted scanning, users are potentially making sensitive information available to the wrong parties. A smart MFP gives you the choice to password protect your PDFs so that only the right people can access the data they contain.

3. Can your printer improve your workflows or boost your productivity?

The right device should have the capability to help businesses streamline their document workflows and improve productivity. The newest ConnectKey® enabled MFPs from Xerox use app technology to help customers boost productivity by making everyday tasks simpler and faster.

4. Is your printer mobile and cloud ready?

Mobile and cloud ready printers are not business as usual for most businesses – but they should be. Too few customers realize their importance. For a productive, efficient office, workgroups need to be able to connect and print from any device, anywhere, and at any time. The latest mobile print solutions make printing from any mobile device to any brand of printer efficient and seamless. The right multifunction printer should also let workgroups scan to and print from cloud services like Microsoft Office 365, Dropbox, and Google Drive. The ability to set up workflows to the services you already use shortcuts the need to download and print from the desktop.

5. Does your printer translate?

While this may not be a concern for every business, the need to translate documents can be a major concern – and an even bigger expense. If this applies to your business, consider upgrading to an MFP that can provide quick, easy and secure translations of as many as 40 languages at any time and place. Xerox® Easy Translator Service utilizes state-of-the-art OCR technology that lets you submit data in non-editable formats with the formatting of their original documents intact.

6. Has your printer grown with your business?

You want an MFP that can grow with your business. Features such as remote scanning using your smart devices, scan to email to share content with just a few clicks, and powerful mobile tools like Wi-Fi Direct Certified to enable your team, clients or visitors to print from their smart devices without a network connection. Onboard administration tools like those found on multifunction printers built on ConnectKey® Technology also help businesses address potential issues, enabling you to stay more productive, longer. Additional features that target security and sustainability also go a long way toward future proofing your investment. Automatic software updates and integrated mobility solutions ensure the MFP will not only move with you into the future but also keep up with your employees in the field.

7. How many calls are you making to Service or IT?

Wouldn’t you love more time back in your work day? On average, 40-60% of helpdesk calls are print related. Many Xerox devices have videos tutorials, and searchable help, right on the front panel. When IT intervention is needed, Xerox ConnectKey MFPs let you remotely login to the front panel of the device, and make changes, without leaving your seat. Is this more work than you want to take on? No problem. A managed print services contract with a trusted partner (such as Parmetech) means you never have to consider print safety, cost, or efficiency ever again.

So, How Did You Do?

If any of those questions had you thinking “ohhhhhhhhhhhhhhhhh” or questioning your current technology, it may be time to consider upgrading your technology. Who doesn’t want better performance and higher productivity?

The good news is, we’re here to help you figure out what technology best suits your needs without breaking the bank. Request a free technology assessment or let’s just have a conversation. Tell us what YOU need – we’re here to help you get started.

P.S. If you think you’re ready to upgrade now, check out our promotions page – we’ve got some incredible devices with amazing discounts.