Outdated printers can significantly impact your business's finances, energy efficiency, productivity, and security. Modernising your print infrastructure is not just about keeping up with technology; it's about optimising operations and reducing hidden costs.
In our recent article, 'Top 5 Hidden Costs of Printing', we uncovered some of the key reasons your print expenses might be climbing unnoticed. In this guide, we take a deeper dive into how outdated or inefficient print infrastructure can have a wider impact across your business, from financial strain to reduced productivity and energy inefficiency.
Financial Implications: The Hidden Costs of Legacy Printers
Many businesses underestimate the financial drain caused by outdated printers. Printing expenses can account for 1% to 3% of a company's total revenue, making it one of the top operational costs after rent and payroll. Older printers often have higher maintenance costs, consume more energy, and require expensive or hard-to-find replacement parts.
Recommendation: If you suspect your printers are more expensive to run than they should be, start by requesting a free print audit from Insight Systems. Our experts will analyse your current print spend, device usage, and consumables to identify where you're overspending and help you if appropriate to transition to a more cost-effective, modern print setup.
Energy Efficiency: Reducing Consumption and Costs
Outdated printers are typically less energy-efficient, leading to higher electricity bills. Modern printers, like those from Epson, Ricoh, Kyocera, Konica Minolta or Brother, for instance, are designed to consume less energy during operation and standby modes. Upgrading to energy-efficient models can result in significant cost savings and a reduced environmental footprint.
Recommendation: Take stock of how many hours your printers stay powered on unnecessarily. If your devices lack eco-modes or you're unsure of their energy efficiency, it may be time to consider a more sustainable option. Epson's heat-free printers are designed with efficiency in mind, offering performance comparable in size to traditional laser printers while using significantly fewer internal parts. Unlike laser devices that rely on drums, fusers, and heat to print, Epson's inkjet models spray ink directly, reducing the risk of component failure and maintenance downtime. With recyclable ink packs, a compact design, and high-speed printheads, they deliver reliable performance with a much smaller environmental footprint.
Businesses that have partnered with Insight Systems have saved thousands of pounds per year in energy costs. Contact our sustainability consultants to discuss your environmental goals while lowering your utility bills.
Productivity: Minimising Downtime and Enhancing Workflow
Frequent breakdowns and slow printing speeds of older devices can disrupt workflows and decrease employee productivity. Studies have shown that employees waste an average of 13 hours annually waiting at printer stations, which can lead to missed deadlines and decreased morale. Modern printers offer faster printing speeds, wireless connectivity, and integration with cloud services, streamlining operations and enhancing efficiency.
Recommendation: If your team is stuck in manual workflows or battling outdated interfaces, consider an upgrade to a connected print fleet with built-in workflow tools. Insight Systems can advise on models that integrate with your existing software, cloud storage, and approval systems, helping you streamline your document processes from end to end.
Security Risks: Protecting Sensitive Information
Older printers may lack advanced security features, making them vulnerable to data breaches. Modern printers come equipped with enhanced security protocols to protect sensitive information, ensuring compliance with data protection regulations.
Recommendation: Assess whether your current print devices offer modern security controls. If not, speak to Insight Systems about secure printing solutions that include encrypted print queues, PIN release, and access control, all essential for data protection and peace of mind.
Environmental Impact: Promoting Sustainability
Legacy printers often contribute to higher paper and toner waste. Modern devices support duplex printing, digital document management, and efficient toner usage, aligning with sustainability goals and reducing the environmental impact.
Recommendation: Work with Insight Systems to implement a Managed Print Solution (MPS) that monitors usage, enforces eco-friendly policies (like duplex or black-and-white defaults), and gives you visibility into waste and consumption. Our sustainable printer fleet and recycling initiatives will also help your business reduce its carbon footprint.
Take the Next Step: Optimise Your Print Infrastructure
Recognising the multifaceted impact of outdated printers is the first step toward operational excellence.
Insight Systems offers a free optimisation audit to assess your current print infrastructure. Our experts will help you identify inefficiencies, reduce costs, and implement sustainable, high-performing printing solutions tailored to your business needs.
