Everything from printers to scanners to copiers gets a ton of use at your company’s office. Each day, a dozen or so people are using these machines to keep your company affairs and records in order. Unfortunately, it can be difficult to keep these pieces of office equipment in the best possible condition. Many older pieces of equipment that are neglected can break down regularly, causing hiccups in your daily schedule and workflow at your office.
Luckily, there is a solution. Providing regular maintenance in small ways can significantly increase your equipment’s longevity and efficiency. There are many simple ways to keep your equipment in tip-top shape, and these practices can be used by everyone in your office. In this quick guide, we’ll break down the importance of office equipment maintenance and a few simple tips for maintaining your equipment the right way.
The Importance of Maintaining Office Equipment
Outfitting your office equipment isn’t an inexpensive endeavor. You’re going to want to make sure that your machines are of the highest quality, and also that they are maintained and cared for. By taking good care of your equipment and providing ongoing maintenance, you’re ensuring that your equipment is in its best possible condition. Office equipment that is maintained will absolutely last longer than office equipment that is used and neglected.
How to Maintain Your Office Equipment
There are many ways you can maintain your office equipment and make equipment management an office-wide practice.
Perform Weekly Checks
Rather than tackling problems as they pop up, it’s much more efficient to perform ongoing, regular maintenance checks as a preemptive measure. This will reduce breakdowns and downtime. Once per week, perform a maintenance check of your office equipment. When performing your weekly maintenance check, look for the following issues:
- Does the machine need to be cleaned? Is it visibly dusty?
- Are the inner components of the machine properly lubricated?
- Is the machine placed in a cool, dry area?
- Are certain parts of the machine malfunctioning? Are there little repairs of defects that could be fixed immediately and easily?
- Does the copier or printer need new ink cartridges? Are the current ink cartridges of high quality?
- Is there evidence of a drink spill or other potentially damaging accident near the machine?
- Is it time to call in a professional repair person - especially if the machine is completely non-functional?
Clean Your Equipment Regularly
If you’re going to take anything away from this list of tips, it should be this! Cleaning your equipment regularly is a surefire way to preserve their quality. Dust and dirt can build up, even if your office is very clean. Take the time to wipe down the surfaces of your equipment and use canned air duster to remove lint from the nooks and crannies of the machine. Any kind of debris runs the risk of jamming your equipment and potentially damaging it, so regular cleaning is key. We recommend cleaning your equipment at least once per week.
Keep Your Equipment in the Right Places
You shouldn’t just position your office equipment wherever you please. It may seem convenient to place your copier in front of the office window, but this could be detrimental to the health of your equipment. Heat can cause office equipment to overheat, as the machine itself already produces heat. This can cause malfunctioning or even the breakdown of the machine as a whole. To keep your equipment preserved and maintained, position them in areas near cold walls or generally cool areas. If your equipment will be placed in a single room with lots of other appliances, ensure there is an air conditioning source in that location.
Keep Your Equipment Lubricated
All machines need a certain level of proper lubrication to keep their moving parts working. It’s a shame that so many office equipment owners don’t take the time to ensure their equipment is properly lubricated. In fact, after cleaning, this should be a top priority when it comes to office equipment maintenance. If two metal components in your copier are not properly lubricated when scraping together, your machine could generate heat and possibly damage other parts of the machine. Find the proper lubricant or oil for your specific copier and apply the manufacturer’s recommended amount to relevant parts. This will reduce overheating, friction, and erosion.
Never Bring Drinks or Food Near Your Office Equipment
We get it. Sometimes, an employee will be juggling coffee and paperwork on a busy day. However, it’s absolutely vital to keep drinks and food away from your office equipment area. Even small spills can cause a machine to malfunction and stop working. Many manufacturer warranties are voided in the event of a drink spill. As such, make sure you use signage to remind your employees to leave their drinks and food at their desks.
Eyeball Your Equipment for Small Repairs
If your equipment is suffering from a serious problem, you should always call a professional to fix it. However, there are little repairs that virtually anyone can perform when found during a maintenance check. These repairs include:
- Fixing loose or missing screws
- Replacing broken seals
- Replacing misplaced covers
- Re-adjusting the ink cartridges
- Resetting the machine in case of malfunction
Invest in Office Equipment Services
If you are leasing your office equipment from a top-quality office equipment leasing company, then you might be able to tweak your contract to include maintenance services. Many leasing companies will offer ongoing maintenance to ensure that their customers are as happy as possible, but also to ensure that their leased equipment is kept in the best condition. If you have been leasing your office equipment for quite some time, you may be able to get a discount on maintenance services as well.