Your multifunction printer (MFP) has been a workhorse for years. It has scanned, printed, copied, and maybe even faxed through countless projects and workdays. But like any piece of office technology, there comes a point when your device starts doing more harm than good. Whether it’s slowing down workflows, draining your IT team’s time, or racking up unexpected costs, the signs of an aging machine can creep in slowly. So how do you know when it’s time to say goodbye and upgrade?
Increased Downtime and Service Calls
If your MFP is spending more time being repaired than it is being used, that’s a red flag. Older devices tend to break down more often, and sourcing parts can become both difficult and expensive. Constant service calls not only cost money—they also disrupt your team’s productivity.
Slower Performance and Compatibility Issues
Over time, even high-end machines can start to lag. Print jobs take longer, warm-up times increase, and you might find that the device doesn’t integrate smoothly with newer software or cloud platforms. If your team is wasting time waiting at the printer or struggling to connect, it may be time for an upgrade.
Outdated Security Features
Modern MFPs come equipped with built-in security features to protect sensitive documents and network data. Older machines often lack these protections, leaving your organization vulnerable to breaches. If your device isn’t up to today’s cybersecurity standards, it’s putting your business at risk.
Rising Operating Costs
Even if the machine still works, it could be costing more than it should. Older MFPs tend to be less energy-efficient and consume more toner, paper, and maintenance. Newer models are designed to minimize waste and reduce your total cost of ownership.
Limited Functionality and Lack of Integration
Businesses today are looking for smart devices that integrate with cloud storage, document management platforms like Laserfiche, and print management software like PaperCut. If your current MFP cannot keep up with your digital workflow, it might be holding your team back.
Manufacturer Support is Ending
When the manufacturer stops supporting a model, firmware updates, security patches, and replacement parts become harder to come by. This not only shortens the machine’s usable life but also increases the risk of downtime or vulnerability.
Time to Upgrade? Here's What to Do Next.
If you’re seeing one or more of these signs, it’s time to start planning your next steps. Upgrading to a newer MFP can unlock better performance, tighter security, and smarter integration with your office technology. A modern device is no longer just about printing. It becomes a hub for your digital workflow.
Not sure what solution fits your needs? Our team can help assess your current setup and recommend a device that supports your goals, fits your volume, price range, and grows with your business.