When to replace or upgrade old office equipment

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When is it time to upgrade your old office equipment

Every business relies on technology to stay productive. Computers, printers, servers, and more – all of these devices must work consistently in order for your organization to operate efficiently. So what happens when the technology you depend on starts to become unreliable?

No matter what kind of technology you use, it all has a limited lifespan. Here are a few things you can look for to determine if your office is in need of a technology refresh.

Signs You Need to Upgrade Office Equipment

Slow Performance – Many people complain that their office equipment begins to run more slowly over time. For example, computers lose speed for a number of reasons, including a shortage of RAM memory, low hard disk space, software updates that require more resources, etc. Another example is older inkjet printers, which will typically perform more slowly than newer laser models. If your devices are running too slow, it may be time to replace it or upgrade.

Incompatibility – Often, upgrading a portion of your network, such as switching to a new application or server operating system, leads to a partial loss of functionality in your older equipment. This can be caused by a lack of appropriate software or resources, or it might be because older hardware is no longer supported. By replacing or refreshing office equipment every three to five years, you can reduce the risk of incompatibility between devices and applications.

Overworked Equipment – Significant growths in business such as opening new locations, hiring new employees, or expanding your product and service offerings may take a toll on your computers, printers, and servers. If your copier is struggling to handle the increased workload or your server is bottlenecking from an increase in traffic, you should think about upgrading to newer technology that is built to meet such high demands.

Frequent Service Issues – Frequent repairs and service issues can result in decreased productivity and costly downtime. If you have noticed an increase in the number of IT support calls in the last six months or the number of repairs performed on the same office copier or printer, it’s time to evaluate whether your old technology is costing you more to maintain than it’s worth.

Making Sense of Upgrading

Once you have determined that your office needs a technology facelift, knowing where to start can be tricky. For instance, if your employees are having trouble accessing network resources from their PC’s and laptops, what exactly do you need to fix? Do you need to upgrade their computers, the server, or the network infrastructure? Knowing what to fix or replace and what to replace it with requires careful thought.

Here are a few questions for you to consider.

What technology (and applications) are critical for your business? Upgrading mission-critical equipment and applications is a risky process, and it needs to be handled with caution. For example, if you rely on a particular piece of software for tracking customer orders, you want to be sure that it will work flawlessly on new computers or servers to avoid a disruption in business continuity.

Is keeping old equipment affecting your bottom line? Is your equipment costing you more than its worth? Even if your old copier works on your updated network, you might benefit more from having a newer copier that offers energy-efficient features, faster print speeds, and lower costs-per-print. Also, it Is important to note that servicing older equipment is more costly because parts are typically harder to find, and often this maintenance is not covered under warranty.

What is the most cost-effective method to upgrade? Replacing all your office equipment to optimize your performance or to solve functional issues just is not financially realistic for most organizations.  As a result, many business owners hang onto dated technology for far longer than they should, and employee productivity suffers.  In recent years, however, a new purchasing model has emerged to give business owners a more cost-effective alternative to procuring new technology.  It is called Hardware-as-a-Service (Haas).  Haas is a subscription-based model that includes both equipment and maintenance for a flat, monthly rate, and It Includes everything from computers and VoIP phones to firewalls and servers.  This method has proven beneficial for many reasons.  First, converting a large capital Investment to a monthly operating expense is much more affordable for business owners.  Second, costs are fixed so budgeting is easy and predictable.  And finally, this model gives you access to the latest technology as It hits the market so that you do not get stuck with obsolete equipment.

At Xcel Office Solutions, we build custom technology solutions for Oklahoma businesses.  Our purpose is to help business owners thrive by integrating technology into their overall corporate strategy and using it to solve their greatest business challenges.  If you’d like to learn more about our Hardware-as-a-Service program or would like a free technology assessment, contact us today at 405-748-4222 for follow us on Facebook, LinkedIn and Instagram.