Printers are often the workhorses of an office always expected to perform, rarely given much thought until something goes wrong. But as with any business-critical equipment, outdated or underperforming print devices can quietly drain time, money and productivity. 

Here are five clear signs it's time to upgrade your print technology before small frustrations turn into major disruptions. 

Frequent Breakdowns and Maintenance Calls

If your printer is becoming best friends with your engineer, that’s a red flag. 

Frequent paper jams, error messages and mechanical failures not only frustrate users, they lead to lost productivity and mounting repair bills. When maintenance becomes routine, it’s usually more cost-effective to invest in a new, reliable device than continue repairing an outdated one. 

Consumables Are Costing You More Than They Should

Older printers often consume more toner or ink than necessary, and their cartridges tend to be more expensive and harder to source. 

Modern devices are designed with efficiency in mind using less toner, generating less waste and offering higher-yield cartridges. If your print costs are creeping up month by month, it may be time for a fleet review. 

Outdated Drivers and Compatibility Issues

Struggling to print from newer operating systems? Running into compatibility issues after every software update? 

As manufacturers phase out support for older models, driver updates become infrequent, making it harder to keep your print environment stable and secure. This not only causes user frustration but can also pose a security risk if vulnerabilities go unpatched. 

User Interface Feels Like It’s from Another Era

Today's multi-function devices come with intuitive, touchscreen interfaces that resemble smartphones designed to streamline tasks like scanning to cloud or selecting finishing options. 

If your staff are wrestling with clunky buttons, unclear menus or outdated panels, they're losing time. An improved user experience can speed up everyday tasks, reduce errors and boost satisfaction. 

You’re Missing Out on Modern Features

From secure pull printing and mobile access to cloud integrations and usage reporting, newer devices come packed with features that improve workflow, reduce risk and enable flexible working. 

If you're still manually entering scan destinations or can’t print directly from cloud platforms like Microsoft 365 or Google Drive, your technology may be holding your team back. 

Thinking About an Upgrade? Let's Talk 

At Principal, we offer tailored print upgrade programmes to help you transition smoothly from old to new with minimal disruption and maximum cost-efficiency. 

Whether it’s a single device or a full fleet refresh, we can: 

• Conduct a print audit to assess your current setup 
• Recommend right-sized replacements for your needs 
• Provide flexible trade-in or finance options 

Don't wait for your devices to give up before you do something about them.