5 Essential Reasons to Upgrade Your Office Equipment in Columbus
Whether you have a small business with one printer or a large, established company in Columbus with extensive office equipment, upgrading your workplace’s devices has the potential to significantly cut expenses and increase overall efficiency.
Many businesses hold onto old machines, thinking they are saving money, but the cost of frequent repairs, lost productivity, and rising security risks often outweighs the cost of a new device.
Here are five core reasons why your business should think about updating its workplace equipment:
Why Modernizing Your Photocopiers is a Smart Investment
1. Enhanced Security and Data Protection
This is a critical point that many businesses overlook. Older office equipment often lacks the advanced security features needed to protect sensitive data stored on hard drives.
- Encryption: Newer devices include security functions that secure or encrypt the information kept on the hard drive of the equipment, preventing data breaches.
- Access Control: Modern multifunction printers prevent unauthorized access through features like user authentication (requiring a code or card swipe).
- User Tracking: Capabilities can equip administration in determining which users are printing excessively beyond the set limits.
2. Significant Reduction in Operating Costs
While the initial cost of upgrading may seem high, the long-term cost savings are significant. Leasing is a strategic way to adopt new technology without the large upfront capital expenditure.
- Lower Cost Per Page (CPP): Because an updated machine operates more effectively, more recent devices will typically offer a lower cost of per page production.
- Energy Efficiency: Newer machines are more energy-efficient (often Energy Star-rated), which means lower electricity bills.
- Reduce Outsourcing: With a high-quality machine, you will also be able to lower your dependence on outsourced printing materials, conserving both money and time.
3. Boost in Productivity and Workflow Efficiency
Outdated equipment can be a significant bottleneck, leading to frustration and wasted time. Modern equipment is built to handle more work at faster speeds without sacrificing quality.
| Outdated Feature | Modern Benefit | Impact on Productivity |
| Manual Sorting/Stapling | Automatic collating and auto-stapling/binding. | Employees spend less time on manual work. |
| Incompatibility | Wireless and cloud connectivity (Google Drive, Dropbox). | Employees can work from anywhere and easily integrate the device with software. |
| Frequent Breakdowns | Less service required due to stronger design and proactive alerts. | Minimized downtime and fewer hours spent dealing with technical issues. |
4. Improved Output Quality and Professionalism
Today’s color printing technology can produce higher quality images and documents than what you would receive from local printing shops.
- Higher Resolution: Upgraded equipment often delivers sharper, more vibrant prints, which is especially important for things like marketing materials or client presentations.
- Maintaining Brand Image: Poor document quality (streaks, smudges, fading) reflects poorly on your business. Newer models ensure all your documents look professional and stunning.
5. Access to Multifunctional and Scalable Systems
Upgrading to a multifunctional system integrates the functionality of fax machines, scanners, network printers, and copiers all into one device.
- Device Consolidation: Through getting rid of single-function gadgets, an office will be able to minimize electrical power and supplies, reducing energy consumption and maintenance expenses.
- Flexibility: Modern equipment offers greater scalability and flexibility, allowing your business to adapt quickly to changing demands, especially if you opt for short-term rentals to manage unexpected workloads.
When Is the Right Time to Upgrade Your Copier?
As technology does not get better with age, the responsibility of deciding when to upgrade falls on you.
The best ways to assess your current equipment:
- If your repair bills are becoming bigger and more frequent, it’s time to stop spending money on old technology.
- If your office is experiencing significant growth and your current machine can’t handle the increased volume.
- If you are unable to easily scan to the cloud or print wirelessly from mobile devices.
- If your machine is over eight years old, the security risk is likely too high.
Do not upgrade just for small extra features such as staplers or automatic document feeders if the core machine still meets speed and volume requirements. Upgrade when you experience a significant need to increase volume, enhance security, or reduce rising operating costs.
Ready to Take the Next Step?
Ready to find the perfect copier for your Columbus office?
Whether you need a short-term copy machine rental (less than one year) or a long-term copier lease (one year and up), the experts at Copier Lease Columbus are here to help. We are a trusted local provider, backed by the nationwide network of Clear Choice Technical Services.
Get a fast, personalized quote based on your specific needs and volume requirements.
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