Office technology is supposed to make your work easier but when it’s not set up correctly, it can quietly do the opposite.

We regularly work with organizations across New England that are dealing with slow workflows, rising costs, and constant frustrations all tied back to a few common (and fixable) technology mistakes.

Here are the biggest ones we see and what to do instead.

1. Holding Onto Outdated Equipment Too Long

It’s easy to keep using equipment “until it breaks,” but outdated devices often cost more than they save. Older machines tend to:

  • Require more frequent repairs
  • Operate slower, reducing productivity
  • Lack modern features like secure printing or usage tracking

How to avoid it: Evaluate your equipment based on performance not just whether it still turns on. If your devices can’t keep up with your team or require frequent service, it’s time to reassess.

2. Using the Wrong Equipment for Your Volume

Not all printers and copiers are built the same. One of the most common issues we see is businesses using desktop printers in environments that demand commercial-grade performance. This leads to:

  • Higher cost per page
  • Constant toner replacements
  • Increased downtime

How to avoid it: Match your equipment to your actual usage. A quick assessment of your monthly print volume can reveal whether your current setup is costing more than it should.

3. No Visibility Into Printing Habits

If you don’t know who is printing what or how much it’s nearly impossible to control costs. Without visibility, businesses often experience:

  • Unnecessary color printing
  • Duplicate or abandoned print jobs
  • No accountability across teams

How to avoid it: Implement tracking tools that provide insight into usage by user, department, or device. Even small changes (like defaulting to black-and-white) can significantly reduce costs.

4. Managing Supplies Manually

Running out of toner at the wrong time is more than an inconvenience it disrupts your workflow. On the flip side, over-ordering leads to wasted supplies and unnecessary spending.

How to avoid it: Automate supply management. With the right system in place, toner is delivered when you actually need it (no guesswork required).

5. No Service Plan in Place

When something breaks, delays in service can bring productivity to a halt. Relying on ad hoc support or manufacturer hotlines often means:

  • Long wait times
  • Inconsistent service quality
  • Extended downtime

How to avoid it: Work with a provider that offers responsive, local service. Fast response times and direct access to real people make a measurable difference.

6. Too Many Devices, Too Many Vendors

Managing multiple devices from different vendors can quickly become complicated. This often results in:

  • Confusing billing
  • Multiple points of contact for support
  • Inconsistent performance across devices

How to avoid it: Consolidate your print environment and streamline vendor relationships. A single partner can simplify management and improve overall efficiency.

7. Overlooking Security Risks

Printers and copiers are often overlooked when it comes to cybersecurity but they’re connected devices that can store sensitive information. Without proper safeguards, you risk:

  • Unauthorized access to documents
  • Data breaches
  • Compliance issues (especially in healthcare, legal, and finance industries)

How to avoid it: Ensure your devices include security features like user authentication, secure print release, and data encryption. Regularly review your print environment as part of your overall IT strategy.

 

Let’s Take a Look at Your Setup

If you’re experiencing any of these issues, it might be time for a second opinion. We’ll assess your current environment, identify opportunities for improvement, and help you build a setup that actually supports your team.

Schedule a quick consultation with BDT and see where you could be saving time and money.