Should You Replace Your Entire Printer Fleet or Optimize It?

Introduction

If you’re considering upgrading your office printers, you may be wondering: Should I replace my entire fleet, or can I optimize what I already have?

The right decision can save your business thousands of dollars while improving efficiency, reducing downtime, and eliminating waste. Many companies assume that replacing all their printers at once is the best approach, but in reality, a data-driven strategy can help you maximize the value of your current devices while making smart upgrades only where necessary.

At ManagedPrint, we help businesses analyze their print environment and determine the most cost-effective strategy—whether that means optimizing existing devices or upgrading to a more streamlined, high-efficiency fleet.

In This Blog You Will Learn:

• When it makes sense to replace your entire fleet vs. optimizing existing devices.
• How data-driven decisions can prevent unnecessary spending.
• Why keeping outdated devices can be more expensive than replacing them.

Should You Replace or Optimize? Key Factors to Consider

Before deciding whether to replace or optimize your printer fleet, consider these key factors:

1. Age and Condition of Your Current Devices

Optimize if your printers are less than five years old, in good working condition, and meet your needs.

Replace if your devices frequently break down, require expensive repairs, or lack modern features like security updates and energy efficiency.

2. Total Cost of Ownership (TCO)

Many businesses focus only on purchase price, but the real cost comes from ongoing maintenance, toner, energy consumption, and downtime.

Optimize if your printers have manageable maintenance costs and affordable supplies.

Replace if your printers consume expensive toner, require frequent service calls, or waste energy compared to newer models.

3. Print Volume and Workflow Efficiency

Optimize if your fleet matches your business’s print needs—employees don’t experience excessive wait times, and printers are used at a balanced capacity.

Replace if you have underutilized devices, bottlenecks, or an imbalance between high-cost desktop printers and more efficient multifunction printers (MFPs).

4. Security and Compliance Risks

Optimize if your current printers receive regular firmware updates and meet compliance standards.

Replace if your devices lack security features, exposing your business to data breaches and compliance violations.

How Data-Driven Decisions Prevent Unnecessary Spending

Making the right decision about your printer fleet isn’t about guessing—it’s about analyzing real data.

At ManagedPrint, we use EKM (Enterprise Key Management) software to monitor print volumes, device health, and usage trends. Here’s how data-driven insights can help you make the best choice:

1. Identify Underutilized or Overused Printers

Some businesses have too many printers, leading to inefficiencies and excess supply costs. Others overuse a few devices, increasing breakdowns and maintenance costs.

Solution: Balance your fleet by eliminating unnecessary devices and distributing workload efficiently.

2. Evaluate Print Costs and Supply Usage

High supply costs, such as toner and maintenance kits, can indicate it’s time for an upgrade. Desktop printers often have a higher cost-per-page compared to centralized multifunction printers.

Solution: Shift to cost-effective printing models based on real data.

3. Forecast Future Print Needs

Growing businesses may require higher-capacity devices to meet increasing demands. If print volumes are declining, downsizing your fleet can reduce expenses.

Solution: Right-size your fleet based on projected growth and evolving business needs.

Why Keeping Outdated Devices Can Cost You More

Many businesses hold onto aging printers because they assume that if it’s still working, it’s fine. However, older devices often cost more in the long run due to:

1. Higher Maintenance Costs

Older printers break down more often and require expensive service calls. If maintenance costs exceed 50 percent of a new printer’s value, replacement is the smarter option.

2. Increased Supply Costs

Older devices tend to use more toner, require expensive parts, and consume more energy, increasing cost per page and operational expenses.

3. Security Risks

Many older printers don’t support modern security features like encrypted printing, user authentication, and firmware updates—making them a potential cybersecurity threat.

4. Productivity Losses

If employees frequently wait for printers to work, deal with breakdowns, or struggle with outdated functionality, your business is losing time and money.

How ManagedPrint Can Help You Decide

At ManagedPrint, we take a data-driven approach to help businesses decide whether to replace or optimize their printer fleet.

Our Process:

• Fleet Assessment: We analyze your current printers, usage patterns, and costs.
• Cost Analysis: We compare the total cost of ownership of your existing devices vs. potential replacements.
• Security Review: We identify vulnerabilities and compliance risks in your print environment.
• Optimization Strategy: We recommend the best mix of new devices and existing printers to save you money while improving efficiency.

The Bottom Line: Replace vs. Optimize?

Replace your printer fleet if:

• Your printers are frequently breaking down and causing high service costs.
• You have outdated devices without modern security protections.
• Your cost-per-page is too high due to expensive supplies and inefficiencies.

Optimize your fleet if:

• Your printers are in good condition but could be better balanced across departments.
• You need better monitoring and supply management to control costs.
• You want to extend the life of existing devices without unnecessary upgrades.

At ManagedPrint, we help businesses make informed, cost-saving decisions about their printer fleets. Whether you need a full replacement strategy or an optimized print solution, we ensure you get the best return on investment for your business.

Let’s Find the Right Solution for Your Business

Not sure whether to replace or optimize your printers? We can help.

Contact ManagedPrint today for a free print fleet assessment, and let’s develop a strategy to reduce costs, improve efficiency, and streamline your printing environment.