It’s without a doubt that your office copiers and printers play an important role in your day to day operations - with that being said - It’s crucial that they run smoothly and efficiently.
Not only is it extremely frustrating having to wait for copies to be ready, but when these machines come up with errors or they malfunction - workflow is completely hampered.
A copier that is not maintained correctly - will not perform correctly - or to the best of its ability. Below we have summarised some of the simplest and most efficient methods and tips for keeping these machines well maintained and avoiding unnecessary breakdowns.
1 - Read the manual:
In order to care for and operate your copier correctly, you will need to first understand it and the best way to do this is to simply - read the manual. This is true for every user or employee who will be operating your copiers. An easy tip for this is to sumarise the most important aspects for your users to have on hand and near the machine.
2 - Set Office Copying and Printing Guidelines:
Chat with your
managed print provider about setting guidelines and putting systems in place that will ensure your employees and all users follow best practices when operating your copiers.
3 - Choose the Right Managed Print Provider:
The most important thing you can do to guarantee the best performance from your copier and to ensure it’s longevity - is to choose a good
managed print partner. The right partner will not only know their machines, they’ll also know how to equip your office with the best possible print solution. A good SP will ensure timely maintenance and routine check-ups in order to avoid any unnecessary prolonged damages.
4 - Let Your Copiers Warm Up:
Your copier needs time to ‘warm-up’ and calibrate whenever it is switched on. Ensure that users don’t get impatient and end up hitting the ‘copy’ button repeatedly, but rather give it enough time to start before beginning operations.
5 - Turn Your Copier and Printers Off:
Even when your copier goes into ‘sleep’ mode - it consumes energy (which will reduce its lifespan over time). Your copier needs to be completely switched off when not in use (at COB or over weekends).
6 - Load the Paper Properly:
Not only are paper jams a nuisance - repeated paper jams can damage your copier.
A simple way to avoid these jams is to load your paper correctly.
Don’t shove paper into the tray or overload it - rather take the time to align your stack of paper evenly.
7 - Clean Your Copiers Correctly:
- Clean the Glass - Weekly
Both on the scanning area as well as the document feeder - never spray cleaner directly onto the glass but rather a paper-towel first.
- Clean the Trays - Weekly
Wipe off the paper trays and areas where your paper loads and exits to remove any dust or debris that can build up over time.
- Empty the Waste Toner Reservoir - From time to time
Avoid powder build ups and clogging by emptying out the waste toner reservoir carefully to avoid inhalation and mess.
Our Top Copier Maintenance Tips:
- Schedule regular maintenances.
- Keep clear communications with your service provider.
- Regularly ensure that all settings are as they should be.
- Ensure that all users are trained on how to correctly operate the copier.
- Clean machines between maintenance checks.
- Be aware of toner expiration dates,
- Understand how to correctly clear paper jams.
- Use the correct paper (stated in your manual).
- Remember to power off when not in use.
- Allow for sufficient time for your copiers to start up.
- Keep the user manual close to your machines.
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Looking for an experienced ad reliable service provider to help manage, maintain and take the worry out of your hands?
Contact us at X Corp - Your partners in everything office automation.
