Managing printer firmware updates across an entire fleet may not always be a top IT priority, but it’s essential for maintaining a productive and secure print environment. Printers often lack the dedicated resources–both in personnel and budget–that servers receive. But, neglecting firmware updates can leave your networks vulnerable, slow down operations, and create compatibility issues.
The good news is that you can overcome these risks and challenges with proper planning, smart implementation, and the right tools. In this guide, we’ll explore actionable strategies and best practices for upgrading printer firmware across multiple devices while minimizing disruption.
imageOne is a trusted expert in managed print services and fleet optimization, and we’re ready to help you streamline your print operations and maintain peak efficiency.
What Do Printer Firmware Updates Do?
Printer firmware is the built-in software that manages your printer’s operations—from basic printing tasks to advanced features like network connectivity and security. Regular firmware updates ensure your devices perform optimally, remain secure, and integrate seamlessly with your IT environment.
Key benefits of printer firmware updates:
- Managing Printer Functions: Ensures reliable operation of essential tasks, including printing and maintaining network security.
- Improving Performance and Fixing Bugs: Resolves issues and enhances overall functionality.
- Enhancing Security: Addresses vulnerabilities to protect against cyber threats.
- Ensuring Compatibility: Keeps your printers compatible with new systems, applications, and technologies.
- Preventing Risks: Reduces inefficiencies and minimizes disruptions caused by outdated firmware.
As many applications adopt two-factor authentication and other advanced security measures, firmware updates also ensure your printers remain compatible with these critical security advancements. Neglecting firmware updates can lead to risks like printer security vulnerabilities, reduced efficiency, and costly disruptions due to compatibility issues.
Security Enhancements
Firmware updates are often released to patch vulnerabilities and safeguard your network from emerging threats. Outdated firmware can create security gaps, making printers an easy entry point for cyberattacks.
Regular updates also protect your fleet and network by:
- Enhancing Encryption: Strengthening data protection during transmission and storage.
- Securing Communication Protocols: Ensuring safe and reliable connections within your network.
- Supporting Authentication Advancements: Enabling features like two-factor authentication to enhance access control and security.
Staying current with firmware updates is essential to prevent potential security breaches and keep your print environment secure.
Performance Improvements
Firmware upgrades do more than enhance security–they also optimize printer performance. These updates fix bugs and prevent unexpected printer problems and errors, reducing downtime and improving the user experience. For print-heavy organizations, such enhancements are essential to maintaining smooth workflows and maximizing the value of their printer fleets.
Compatibility Upgrades
As operating systems, software, and network protocols evolve, your printers must adapt. Firmware updates ensure compatibility with new technologies and prevent disruptions caused by outdated devices. Staying current with firmware updates helps future-proof your fleet and keeps your organization’s printing processes running smoothly.
Challenges in Fleetwide Printer Firmware Management
Updating firmware for a single printer is relatively straightforward, but managing updates across an entire fleet becomes more complex. IT leaders must address resource constraints, gaps in technical expertise, and potential user disruptions to ensure a smooth deployment that doesn’t hinder organizational productivity.
Resource Allocation
Printers are often overlooked as core IT infrastructure and are frequently considered secondary to servers and other critical systems. As a result, IT teams often struggle to find the time and resources needed to thoroughly prepare, test, and implement updates across the fleet, making printer management a low priority despite its importance. This lack of prioritization often leads to insufficient resources for printer upkeep, leaving IT teams juggling limited time, tight budgets, and constrained personnel to effectively manage and execute fleetwide updates.
IT Expertise
IT professionals often prioritize servers and business-critical applications over printers, leaving printers as an afterthought—as long as they work. In many cases, IT teams don’t know what risks they’re leaving unaddressed, leading to the bare minimum effort in maintaining printers. Additionally, many IT teams lack specialized knowledge in printer firmware management, which can lead to missed updates, security vulnerabilities, or disruptive deployments.
User Disruption
Firmware updates can temporarily interrupt workflows, frustrating employees who rely on uninterrupted printing. Additionally, updates that change functionality or workflows may trigger resistance from users. Without clear communication and a well-planned rollout, these disruptions can create unnecessary friction and productivity loss.
Best Practices for How to Update Printer Firmware
Taking a thoughtful, structured approach to fleetwide printer firmware updates simplifies the process and minimizes disruptions. Following best practices ensures IT teams can manage updates efficiently, maintaining seamless operations for both their team and end-users.
1. Treat Printers as Core IT Infrastructure
Printers deserve the same care and attention as servers and other critical IT systems. Establish a routine maintenance schedule, allocate resources, and treat printers as an integral part of your infrastructure to keep them secure and operational.
- Regular Maintenance: Incorporate firmware updates into routine IT maintenance, similar to servers.
- Resource Commitment: Dedicate the necessary personnel and budget to manage updates effectively.
2. Develop a Structured Update Plan
A phased, methodical approach reduces risk and ensures smoother deployment. Before rolling out updates, test them on a single device to identify potential issues. For larger fleets, implement updates in phases to minimize risk and monitor performance at each stage. Schedule updates during off-peak hours to minimize user disruption and maintain business continuity.
- Test, Test, Test: Always test updates on a single device to identify potential problems before full deployment.
- Phased Implementation: Roll out updates in stages, especially in large deployments, monitoring performance at each step and promptly addressing challenges.
- Strategic Scheduling: Perform updates during off-peak hours to minimize disruptions to users and maintain business continuity.
3. Embrace Manufacturer-Specific Tools
Leverage available tools from leading printer manufacturers (such as HP, Epson, and Canon) to simplify and automate firmware updates. These tools reduce manual effort, enhance consistency, and streamline management across the fleet.
Examples of Manufacturer Tools:
Many tools also offer options for automatic firmware updates. Benefits of automation include:
- Off-hours scheduled updates for minimal disruption.
- Timely updates reduce the risk of missed patches.
- Simplified maintenance across large printer fleets.
4. Engage Managed Print Services (MPS)
Partnering with a trusted MPS provider like imageOne eliminates the complexity of managing printer updates. MPS experts bring the tools, expertise, and support needed to handle fleetwide updates securely and efficiently.
Advantages of MPS:
- Streamlined Update Process
- Reduced IT Workload
- Optimized Fleet Performance
By outsourcing this responsibility, IT teams can focus on higher priorities while ensuring their printer fleet remains updated and operating at its best.
Learn more about what print management is, or explore the benefits of managed print services.
imageOne Can Help Update Your Printers Fleetwide
Fleetwide printer updates don’t have to be overwhelming. At imageOne, we specialize in simplifying printer fleet management, ensuring firmware updates are handled efficiently, securely, and with minimal disruption. Our expertise allows your IT team to focus on mission-critical tasks while we handle the details.
To keep your printers secure and improve performance, we provide tailored solutions to meet your organization’s unique needs. Whether you’re improving document security, streamlining workflows, or embracing business process automation, imageOne is your trusted partner for optimizing your print environment.
Ready to simplify printer updates? Explore our Managed Services Solutions, request a quote for managed print services, or schedule a Discovery Call to learn how imageOne can help.
Printer Firmware FAQs
What is Firmware on a Printer?
Firmware is the embedded software that controls a printer’s functions, from basic printing tasks to advanced features like network connectivity. Unlike regular software, firmware resides directly on the printer hardware and is essential for its operation. Regular firmware updates are crucial to keeping your printer secure, fixing bugs, and ensuring compatibility with new technologies.
How Do I Check My Printer Firmware Version?
Most printers display their firmware version in the settings or control panel. For networked printers, you can use manufacturer tools like HP Web Jetadmin or Epson Software Updater to check and monitor firmware versions.
To check a printer’s firmware version on most devices:
- Access the printer’s Settings or Control Panel.
- Navigate to the System Information or About menu.
- Locate the firmware version under Device Information.
How Do I Upgrade the Firmware on My HP Printer?
Upgrading firmware on HP printers is straightforward with tools like HP Web Jetadmin. This centralized solution simplifies update management for both single devices and entire fleets. Visit the manufacturer’s support page for more information.
- Download HP Web Jetadmin for centralized update management.
- Check your printer model and download the latest firmware updates from the HP website.
- Use the firmware update tool in Web Jetadmin or install it directly via USB or the printer’s control panel.
Be sure to always test the update on a single device before deploying it fleetwide.
How Do I Update the Firmware on My Epson Printer?
The Epson Software Updater makes updating firmware on Epson printers quick and easy. This user-friendly tool ensures your printers stay secure, efficient, and compatible with minimal effort. Visit the manufacturer’s support page for more information.
- Download and install the Epson Software Updater from the Epson website.
- Connect your printer and run the software to check for available updates.
- Follow the on-screen instructions to download and install firmware updates.
- Restart the printer to ensure the update is applied successfully.
