Introduction

If your office printer is acting up again, you’re not alone. Most business owners tolerate printer issues far longer than they should — costing them time, money, and productivity.

So, how do you know when it’s time to upgrade your office printer? In this article, we break down the key signs and exactly what steps to take next to minimize disruption and improve efficiency.

1. Frequent Breakdowns and Error Messages

If your staff is constantly clearing paper jams, dealing with connection issues, or seeing mysterious error codes, it’s time to move on. These breakdowns:

  • Disrupt workflows

  • Lower productivity

  • Lead to increased maintenance costs

And the worst part? Your team loses trust in the equipment — and that frustration adds up.

2. Slow Printing Speeds

If your printer takes forever to wake up or output even a basic document, that’s not just an annoyance — it’s a bottleneck. New models print faster and more efficiently, saving time (and your sanity).

3. Outdated Technology

Today’s printers offer:

  • Cloud-based printing

  • Secure release printing

  • Mobile device compatibility

  • Real-time monitoring and analytics

If your current printer lacks these, you’re missing out on efficiency and security.

4. Rising Supply and Repair Costs

Older printers:

  • Use outdated (and more expensive) toner and ink

  • Need parts that are harder to find

  • Often require outside techs for repairs

This is a sign the total cost of ownership is rising, even if the printer “still works.”

5. Security Concerns

Older printers may lack updated firmware or encrypted printing options — both of which are crucial in today’s cyber-sensitive environment.

What to Do Next

  1. Audit your current equipment – What’s working? What’s costing you time or money?

  2. Get a usage report – See how much printing is happening and where inefficiencies lie.

  3. Contact a print solutions provider like RDS Team – We’ll assess your needs and recommend a better, more cost-effective solution.

Call to Action

If you’re seeing these warning signs, it’s time to act.
Contact RDS Team for a free office printer assessment and upgrade plan.
📞 [Phone] | 💬 RDSTeam.com/contact