Do You Believe Any of These Printer Management Myths?

Printers aren’t important, and surely most businesses are up to the task of optimizing their own fleet. All you have to do is find a cheap device, use the cheapest cartridges of ink and toner and use cheap paper, and you’ll eliminate most print costs, right? 

Oh, if only any of these were true. 

Unfortunately, when businesses keep the management of their printers to themselves, they can end up missing out. And in some circumstances, they may even be putting their business at risk. In this blog, I’ll explore a few of these myths in detail, plus a few more.

Top 5 Print Fleet Myths, Debunked

Printers are actually sophisticated devices that run software, have a memory, and are typically connected to your network. They also can do a whole lot more than print when given the right software — but they also need to be managed properly. 

Unfortunately, these myths are still pretty persistent … 

Myth #1: We Just Need a Better, Cheaper Office Printer/Copier

The cheapest printing device isn’t always the best printing device. A low sticker price may mean higher costs over time when it comes to supplies and maintenance. 

Printers and copiers aren’t all the same, and the best one for you will be one that’s best suited to your staff’s printing needs. For example, a printer that produces gorgeous color images — but is slower and uses more expensive ink — isn’t going to be the best choice for a business that produces a large volume of internal-facing documents. 

Myth #2: The Best Way to Reduce Costs Is Buying Cheap Paper and Recycled Cartridges

These myths can get actually you in real trouble. 

Cheap paper can cause all sorts of problems that will require more maintenance over time. And don’t get me started on using non-OEM cartridges. 

Unfortunately, “compatible” ink and toner cartridges contain reprogrammable chips that could be hiding malware. The few dollars you may save on compatible ink isn’t worth the risk. Plus, there are far better ways to reduce print costs.

Myth #3: The Cost of In-House Printer Management Is Low

First thing, think about who within your business would end up responsible for tending to the needs of your office printers. Nine times out of ten, it’s going to become the responsibility of your internal IT staff. Right away, I would say that internal IT resources are much better spent focusing on network administration and security than they are on caring for office copy machines.

Managing office printers includes numerous components. At minimum, printers and copiers need to be supplied, serviced and maintained, but what does that look like in reality? 

Because copiers and printers do experience issues and break down from time to time, someone will need to: 

• Research and diagnose the issue
• Research and purchase the parts and tools required at full retail price 
• Waiting for the part to arrive
• Figuring out how to install the part properly
• Performing the actual repair 
• Depending on the repair, having to restore the printer back to full working order 

IT time is expensive. If this list took an IT specialist a total of 8 hours, would it be worth it? Probably not. And, by the way, if you ever find yourself wondering where your IT dollars are going, try our IT time calculator. 

What About Professional Printer Repair Services? 

If you decide to skip the internal work and hire a repair technician to come in and service the machine, here’s what you’ll still need to do: 

• Find a technician who works with the brand you’ve purchased
• Schedule a time for the technician to come in
• Have an internal employee assist or oversee as needed

Plus, you’ll end up paying à la carte for the service, which doesn’t come cheap.

Myth #4: Printers Don’t Represent a Security Risk

Print security is a hot topic among cybersecurity professionals, and it’s not exactly new. Back in 2017, a high school student became the world’s first known mass printer-hacker. It started as just a prank — but cybercriminals saw a new opportunity to launch all sorts of attacks on businesses around the world.

Improving your print security isn’t optional anymore, and it’s constantly evolving. It’s not rocket science, but it’s yet another thing to keep on top of, and a lot of businesses simply don’t have the time. 

Myth #5: Managed Print Services Isn’t Worth the Cost

Managed print service (MPS) providers aren’t all the same. But if you’re working with a good one, they can easily save you up to 30% on print costs by optimizing your fleet. Considering the fact that unmanaged print costs can eat up to 3% of your annual revenue, it’s a service that not only saves your IT team time, but also helps pay for itself. And depending on the provider you choose, you can also get more for your money.

How Marco Handles Repairs and Security Differently

We’re manufacturer-agnostic, so here’s how the usual printer repair happens when you’re Marco managed print client, regardless of brand: 

• Our software notifies us that a component is showing wear and tear,
• Before that component causes a problem, we dispatch a technician to your location with the necessary parts all ready to go
• The technician repairs the device and gets it back in working order

We also are able to provide print security services at no additional cost, thanks to our in-house print security team. 

Don’t DIY Your Office Print Environment

If I had one piece of advice to offer, it would be this: Don’t DIY the management of your office printers and copy machines. Working with a qualified managed print provider will take your print environment above and beyond what most business owners think.

At Marco, we’re one of the top three managed print providers in the United States, and we’ve cultivated close relationships with top manufacturers to achieve significant cost savings on all things print-related: machines, parts, toner, tools, you name it. And we’re able to pass those savings onto our clients and customers.

We do exceptionally well at print management, and hundreds of employees specialize in repairing and caring for printers. We can manage business print environments more cost-effectively, efficiently, and with a higher degree of specialization than with the internal DIY approach. And we love doing it.