Are Outdated Office Products Putting Your Business at Risk?

Efficiency and productivity are two factors businesses pay close attention to when it comes to office products. Many companies tend to hold onto older machines rather than absorb the cost of an upgrade. From a budget perspective, this makes logical sense.

However, it’s essential to factor in the hidden costs associated with outdated office products when it comes to budgeting. In the long run, older copiers, printers, and fax machines can cost you more than they’re worth. Here are the risks outdated office products pose to your business.

The Risks Outdated Office Products Pose to Your Business

Outdated office products may appear to save you money in the short-term, but the benefits of older devices dwindle as time goes on. From inefficiency to productivity loss to security risks, there are more factors to consider other than the bottom line. Consider the following:

  • Increased downtime – older equipment tends to break down more frequently, which leads to frequent service interruption. Employees won’t be to get their work done during hours they’re being paid for when your devices go down.
  • Loss of productivity – whether it’s breakdowns or running sluggishly, outdated machines will negatively impact your organization’s productivity levels. This leads to delays, missed deadlines, and stagnant workflows.
  • Security gaps – printers, copiers, and scanners are all essentially mini-computers that process sensitive data. Older machines are not equipped with the level of security required to handle newer cybersecurity threats. Businesses relying on older copiers and printers potentially expose themselves to data breaches and other security issues, including malware threats.
  • Increased costs- older office products are expensive to maintain. As they age, parts become scarce, which drives up the price of repair. Also, if too much time passes between upgrades, it might be hard to find a technician familiar with the old equipment.
  • Decreased employee morale – this is hard to put a dollar amount on, but think how frustrated employees will feel having to explain to customers why their transaction is delayed or the amount of time they’re distracted by fiddling with the “dinosaur” machine – again. Employers not investing in the tools to help their staff succeed might find themselves in a costly high employee turnover situation.

Companies can also land themselves in some trouble for violating compliance laws and industry regulations. It’s not just healthcare, legal, and financial firms that must comply with specifics when it comes to managing data. Instead, many other types of companies must adhere to best practices of handling confidential customer data as well.

Are You At Risk? Signs You Should Update Your Office Products

At this point, you might be wondering if your outdated office products might be a problem. Before investing in the purchase or lease of new equipment, you’ll want to closely analyze how your office equipment currently fits into your business and how it should ideally fit. If so, ask yourself the following questions.

  • Are projects frequently delayed due to an inability to copy or print documents in a timely fashion? If this sounds familiar, you might need a machine with a more robust and faster capacity.
  • Is the quality of your documents up to par? If not, it’s time to look at a newer machine that produces the quality prints you need.
  • How much of your budget goes to repairs? If your repairs during the course of a year add up to an amount that would equate to a lease (or a down payment) on a new piece of equipment, you’re better off making the investment.
  • Do your office products have security features such as password protection, authentication, and encryption? If not, you could be facing a serious data breach, if you haven’t already suffered one you might not know about.

If you answered “yes” to any of these four questions, it might be a good idea to explore your options for buying new office products. Technology progresses rather quickly, and it might be more feasible to invest in an upgrade.

Thinking about an Upgrade? What to Consider When Purchasing Your Next Office Product

The days of printers that physically slide back and forth to copy are gone. Today’s options are vast, and the latest models of office products offer a lot of versatility. Here are some of the top things you’ll want to consider if you’re thinking about an upgrade.

  • Budget – when it comes to price, you’ll find a wide range of options – examine reviews, ask about features, and see what sets each price point and if any of those features are of value to you. Don’t pay for more than you need for your business.
  • Function – when shopping for office equipment, you may be bombarded with many different options. To decide what best meets your needs, think about what functions you need and how often you use them. You could spend less on a basic model that performs one or two functions, or you can invest more into a multifunction printer that covers all of your document needs.
  • Quality – depending on the level of quality you need, ask about how refined the documents, photos, and other items look when printed or copied.
  • Speed – if you need a heavy-duty machine that can handle a substantial volume, you’ll want to examine specs related to speed (output). On the other hand, if you’re outputting a handful of documents a day, you can go with a basic model. Take this into account when choosing a printer.
  • Security – many individuals tasked with purchasing office products don’t focus on security. Years ago, that made sense, but today’s machines operate as minicomputers. They use Wi-Fi and store sensitive data. Be sure that any device you buy has adequate security to protect your business.

Once you know the features you need to look for – along with a price range – it’ll be easier to make a decision. You don’t want to invest in more than you need, but you want to ensure what you do invest in meets your workflow demands.

To learn more about our office products and services that can meet your needs, contact Golden Gate Office Solutions today. We’ll help you determine the right device for your business processes and budget.