Switching photocopier providers is something many businesses consider but often delay because they worry about disruption. Whether you are a growing organisation, a large multi-site operation, a charity, a school or a public-sector team, photocopiers and multifunction devices play a central role in your daily workflows. Even a small amount of downtime can slow operations, create backlogs and affect customer service.
The encouraging news is that with the right planning, communication and provider, you can switch photocopier providers without downtime at all. In fact, many businesses find the transition smoother than expected, especially when working with a supplier that is both highly capable and genuinely invested in delivering a positive experience.
At SOS Group, we take pride in being big enough to cope, small enough to care. This means we have the technical expertise, engineering resource and systems required to support complex installations and multi-device environments, but we also maintain the personalised, attentive service businesses value. This approach allows us to guide organisations of all sizes through seamless provider switches with minimal effort on their part.
This practical guide explains how to switch photocopier providers without downtime and outlines the key steps that help make the transition smooth, secure and stress-free.
Why Businesses Decide to Switch Photocopier Providers
Before exploring how to switch photocopier providers without downtime, it’s helpful to understand the most common reasons businesses choose to move on from their current supplier. These include:
- recurring breakdowns or slow repairs
- lack of proactive maintenance
- rising and unpredictable running costs
- limited device functionality or outdated technology
- poor communication or inconsistent support
- increased security requirements
- a need for more sustainable or energy-efficient devices
- organisational growth that demands better scalability
These issues can affect any organisation, regardless of size or sector. When print systems start to slow down productivity or create unnecessary pressure for teams, switching providers can be the most practical and cost-effective solution.
Step 1: Review Your Current Contract and Print Needs
Understanding your current situation is essential when planning how to switch photocopier providers without downtime. Start by reviewing:
- contract end dates and notice periods
- early exit fees (if applicable)
- whether devices are owned or leased
- the service levels you are currently entitled to
- your average monthly print volumes
- any additional services you rely on (e.g., scanning workflows, secure print, cloud integrations)
Many businesses are surprised to discover that they are paying for functions they no longer use or missing out on newer features that could support their teams better.
A new provider such as SOS Group can help interpret your contract and carry out a print audit to ensure the next setup is aligned with your current and future needs.
Step 2: Choose a Provider That Offers a Fully Managed Print Service
The easiest way to switch is to choose a partner that handles the entire process for you. This is where a Managed Print Service (MPS) makes a significant difference.
Unlike simple device leasing, an MPS provides:
- device delivery and installation
- network configuration and driver setup
- proactive maintenance and monitoring
- toner supply and automatic replenishment
- local engineer support for fast issue resolution
- secure print and data protection features
- ongoing system optimisation
- usage and cost reporting
A Managed Print provider ensures your organisation has continuous support before, during and after the switch, which is key to avoiding downtime.
Step 3: Run Old and New Devices in Parallel
One of the most effective techniques for avoiding downtime is to keep your existing devices active while your new provider installs and configures the new equipment. This approach allows your team to continue working normally throughout the transition.
A parallel-run strategy includes:
- installing new devices before removing old ones
- configuring print queues, scan destinations and security settings
- testing device performance across teams and departments
- confirming workflows match your organisation’s requirements
Only when the new devices are fully functional and tested should the old equipment be removed. This overlap ensures there is no interruption to productivity at any stage.
Step 4: Schedule Installation at Low-Impact Times
Every organisation has certain hours or days that are quieter than others. Planning your installation during low-impact periods is key to avoid downtime.
Your provider should be flexible enough to work around your needs and should be able to work with you to agree an install:
- out of normal office hours
- early morning
- evenings
- weekends
- during scheduled downtime or holidays
SOS Group regularly works with businesses to install equipment at a time where output would not be affected as heavily, especially for organisations that rely on high-volume daily printing. This personalised approach ensures a seamless transition and reflects our philosophy of being small enough to care.
Step 5: Prioritise Training and Support for Your Team
Even the most intuitive devices can introduce unfamiliar workflows, so training is an essential step in the switch.
Your provider should offer:
- on-site demonstrations
- user-friendly guides
- follow-up support
- remote Service Desk access
- ongoing training for new staff
This ensures your team feels confident from day one, reducing hesitation and helping you get the most out of your new setup.
SOS Group’s Service Desk operates throughout the year (closing only on public holidays), offering reliable assistance whenever required.
Step 6: Ensure Secure Transfer of Settings and Data
Modern photocopiers process and store sensitive information through address books, user authentication settings, scan workflows and cached data. A secure transition is essential.
Your provider should manage:
- secure wiping of old devices
- GDPR-compliant data handling
- configuration of secure print release
- encrypted scanning pathways
- user and role-based permissions
This protects your organisation’s data while ensuring your new devices function securely from day one.
Step 7: Request Ongoing Monitoring to Prevent Future Downtime
Once the transition is complete, proactive monitoring is one of the best ways to maintain uptime. Managed Print Services include continuous oversight that detects issues early and keeps toner and parts replenished automatically.
For growing businesses or multi-site organisations, this level of support provides peace of mind and helps prevent the same issues that led to the provider switch in the first place.
Switching Providers Can Be Seamless With the Right Partner
Many businesses worry that switching photocopier providers will lead to downtime, disruption or unnecessary complications. But with the right partner, the process is smooth, structured and stress-free.
A provider such as us here at SOS Group, who are big enough to cope, small enough to care ensures:
- detailed planning
- parallel running
- secure data transfer
- flexible installation times
- proactive support
- confident, well-trained users
This not only avoids downtime during the switch but also leads to a more efficient and reliable print environment in the long term.
If you’re considering switching photocopier providers or want expert guidance tailored to your organisation, SOS Group is here to help.