Print technology has come a long way in recent years, with many new features and capabilities that can help businesses across many different industries improve their efficiency and productivity – from healthcare and education, to legal and financial services and everything in between. A good printer can and should last you about five years (sometimes more). However, it’s important to know when it’s time to update your print technology, as older or outdated printers, multifunction devices (MFDs) and copiers can cause issues, create security risks, cost you time and money and slow down your workflow.

Here are some signs that it’s time to update your print technology:

signs it's time to upgrade your print technology

1. Slow Printing Speeds

Printers and MFDs come in a range of speeds. Basic, more compact models can usually print between 20 to 40 pages per minute (ppm) while larger, more robust models can print upwards of 100 ppm. However, if you find that your printer is taking longer and longer to print documents than it used to, it may be time to upgrade to a newer model with faster printing speeds to meet your current needs.

2. Poor Print Quality

You count on your printed documents to come out clear, crisp and legible. If you’re printing documents for partners or customers with graphs and images, it’s even more imperative that your printed documents look good — for example, a real estate agent that needs to print brochures to distribute at their client’s open house. If your prints are coming out blurry, smudged, or with poor color accuracy, it could be a sign that your printer is in need of an upgrade.

3. Frequent Jams or Malfunctions

Nothing is more frustrating than when you go to print something you need and it gets jammed in the printer. Though sometimes paper jams can be caused by warped paper or poor-quality paper, if your printer seems to be constantly jamming or malfunctioning, it could definitely be an issue with the printer itself and may be time to consider replacing it with a newer, more reliable model.

4. High Costs for Toner and Supplies

As print devices get older, their supplies become more expensive. If you find that you are spending a lot more money on ink or toner than you used to, this could have to do with your printer’s age and it may be time to upgrade to a printer that is more efficient to operate and has a lower cost per page. It also may be time to consider utilizing a printer supplies and service program from a Managed Print Services provider to help you save money on print supplies.

5. Lack of Compatibility with Current Software or Operating Systems

If your printer crashing frequently or refuses to respond to basic commands, you could have a print drive issue. Just like other software, print drivers can go out of date or lose compatibility with your operation system after you’ve run an update. You can try and mitigate this by uninstalling your print driver and updating it with the latest version, but depending on how old your printer is, it may be time to upgrade to a newer model that is ensured to be compatible with your current systems.

6. Inability to Handle Larger or More Complex Printing Jobs

If your printer is not able to handle larger or more complex printing jobs, such as printing on different types of paper, with different media or trying to print different types of files, and this is necessary for your business workflow it may be time to upgrade to a newer model with more advanced capabilities.

7. Difficulty with Network Connectivity or Mobile Printing

Being able to connect your printer to a Wi-Fi network and print is essential in today’s workplace, especially with the increase in remote and mobile workers. While there are many reasons why you may be having issues with connectivity, if you are consistently having trouble connecting your printer to your network or remotely printing, it may be time to upgrade to a newer model with better connectivity options.

8. Issues with Security or Data Protection

In today’s world of cyberattacks, printer security is essential, though it’s often overlooked. If your printer does not have the ability to protect sensitive data or has outdated security features, it may be time to upgrade to a newer model that offers comprehensive built-in security features such as encryption or user authentication.

9. Limited Features or Capabilities Compared to Newer Models

Printers and MFPs have come a long way over the last few years, and you’d be surprised at the new features that come standard on a lot of newer models. If your printer does not have the features or capabilities that you need, such as mobile printing, duplex printing, wireless connectivity or the ability to run printer apps, it may be time to upgrade to a newer model that does.

10. High Maintenance and Repair Costs

Similar to the cost of toner and supplies, as printers age, their parts become more difficult to get and more expensive to buy. Therefore, you may find if you have an older device that you are spending a lot of money on maintaining and repairing your printer. In many circumstances, it may be more cost-effective in the long run to upgrade to a newer model and to also put this new printer under a managed print services contract.

Is It Time to Upgrade Your Print Technology?

There are many signs that may be time to refresh and upgrade your print technology. Whether it’s slow printing speeds, poor print quality, frequent jams, high costs for supplies or maintenance, lack of compatibility with current software or operating systems, difficulty with security or data protection, or a combination of things, upgrading your print technology can help improve your workflow and save you money in the long run. It’s worth to evaluate your printing needs, and consider updating your print technology if any of the points above have struck a chord with you.

If you think it may be time for you to upgrade your print technology, the team at Parmetech can help! Connect with us to talk about your print needs and we can recommend what options we think would work best for your needs and your budget. Give us a call at 800-727-6383, send an email to or fill out our online form to have someone from our team reach out – don’t forget to ask about our complimentary printer fleet evaluation!