Are you happy with your current printer provider? Have you been curious about what it takes to switch your technology partner? It’s a two-step process that many of us are apprehensive to consider:
Step 1: Cut ties with your current provider.
Step 2: Cancel your existing contract while entering into an agreement with a new company.
In this article, we’re giving you some insight about how you can change printer providers so that you can move forward with confidence, knowing your current provider will meet your printing needs.
How Can I Change Printer Providers?
Many of us feel stuck in our current contract or feel like switching copier providers is a huge hassle they’d rather not deal with.
However, ending the relationship with your current copier or printer provider should be a pretty straightforward process. It’s a good idea to prepare ahead of time so that the transition can be as smooth as possible.
Take a look below at some things you can do to guarantee you aren’t faced with any unforeseen challenges or surprises.
Make Sure Your Lease Won’t Automatically Renew
Before you start looking for new printer providers, make sure your current company won’t automatically renew your lease. Some companies automatically renew leases unless you notify them that you’re changing providers.
If possible, be sure to notify your current provider 90 to 120 days before your lease ends. This will provide ample time to avoid auto-renewal. Typically, you’re required to submit a letter of intent to terminate your lease.
Make sure to get a response in writing that clearly states that your lease will not be renewed. You will then have written proof if the company tries to auto-renew your office copier’s lease.
Prepare Your Printer To Be Decommissioned
If you’re going to return the printer at the end of the lease, it’s critical to wipe off the hard drive and clear any data stored on the device. The MFP (multifunction printer) must be in working order when you return it to that company, so don’t destroy the hard drive.
Instead, wipe the data clean or overwrite the hard drive. To learn how to do this, read your owner’s manual to find the proper steps to clean the hard drive.
Return The Printer Back To The Company
It may be necessary to return your old printer to the leasing company before changing to another provider. Most companies will allow you to arrange for pickup and then will provide proof of delivery.
It’s a great idea to take pictures of the office copier before returning it, in case the company claims it wasn’t in good shape once they received it. Also, make sure you get the proof of delivery.
Choosing A New Printer or Copier Provider
You don’t have to wait until your current lease is over to begin looking for a new provider. Instead, start researching new printer providers near you while your lease is still active. Then, you will be ready to switch providers once your lease is up.
Discuss the Available Services With New Printer Providers
You should always discuss the available services (such as mobile printing, support for remote workers, or wireless printing) before hiring a new printer provider. Look for companies in your area that sell and lease printers and also ones that provide managed print services.
Managed print services are a great option. The office printer provider will take care of everything for you, so your printer will stay up and running. Then, you can spend your time focusing on running your small business or organization.
Learn more about managed print services by reading our article, How Managed Print Can Be Your Solution.
Find Out How the Company Replenishes Supplies
Running out of or being charged for printer supplies when you need them is a huge hassle. You can avoid this by finding out how providers replenish supplies. Some companies provide remote toner monitoring and then automatically order and deliver supplies directly to you when needed.
When you use such a company, you don’t have to worry about running out of supplies when printing a big project. Instead, the supplies will be there when you need them, so you can always meet your printing demands.
Examine The Service Level Agreement
Never change printer providers without first looking at the service level agreement (SLA). You need to know what you can expect before you sign on the dotted line.
Will your new provider handle routine maintenance? Will a service technician come out to your office if your printer needs repairs? If so, how long will it take for the company to respond?
Check the response time guarantee to make sure you won’t be without your MFP or large format printers for long. You should also consider the skill level of the service technicians and if parts are readily available.
The best companies are willing to discuss all of this with you before you sign an agreement. If you aren’t happy with the answers, keep looking. You can find a printer provider in your area that offers all the services you need.
Find Out What Happens When a Printer Can’t Be Fixed
While it’s uncommon, a printer can become unserviceable or too expensive to repair. Print quality and efficiency are a must, and a copier or printer company should have a method for handling these cases.
Find out what the company will do if it cannot fix your printer or if the repairs exceed the machine’s cost. If possible, choose a company that will replace your printer. This is the best way to get back to work with minimal downtime.
The Final Say: You Aren’t Stuck With Your Current Printer Provider
You might feel like you’re stuck with your current printer provider, but that’s not the case. You can notify the company that you don’t want to renew the lease, return your copier, and find a new company to partner with.
You deserve a company that offers more than copier leasing and servicing, so make sure to do your research when looking for the best printer provider near you by reading this article, How to Find the Best Office Copier Companies Near Me.
At AOS, we sell and lease office copiers and printers from top manufacturers and offer customized managed print solutions for our clients. When you choose us, you don’t have to worry about your office technology any longer. We ensure a seamless transition and handle all your managed print services, from remote monitoring, maintenance, service, training, and device return. Now is a great time to contact us to find out more about how we can help your organization stay on its growth and success path.