Printers are one of the most essential pieces of equipment in any office. Without them, many critical operations simply wouldn’t be possible. Unfortunately, they are also often overlooked – until, that is, they stop working. There is nothing more frustrating than a jam or error message while you’re attempting to print an important document due that day.
A well-maintained printer keeps your office running smoothly, saving time and money in the process. But how can you keep your equipment in top shape? And how do you fix those concerning error messages?
Why Office Printer Maintenance is Essential
A neglected printer will cause far more issues than the occasional paper jam. Without routine care, you may experience slow performance, poor print quality, and even hardware failures. Over time this will disrupt productivity and result in costly repairs or replacements.
Regular office printer maintenance ensures:
- Consistent print quality: No more smudges, faded text, or streaky prints.
- Longer lifespan: A well-maintained printer lasts years longer than a neglected one.
- Cost savings: Preventative care is far cheaper than constant repairs or buying a new printer earlier than expected.
- Fewer disruptions: Reduced downtime leads to higher efficiency.
Office Printer Maintenance Tips
Here are some essential best practices for office printer maintenance:
1. Keep Printers Clean
Dust, dirt, and debris can build up inside your printers over time, jamming the machinery and causing performance issues. Regularly run the self-clean program that most modern printers come with. If necessary, wipe down the exterior and interior with a soft, dry cloth. Consult your warranty and user manual before any attempts to manually clean your printers, as this can cause more problems if done incorrectly.
2. Use the Right Paper and Ink
While cheap paper and low-quality ink may appear to save money at first, they may damage your printers over time. Use the supplies recommended by the manufacturer to prevent jams and ink build-up.
3. Store Supplies Properly
Storing paper incorrectly can result in folding, contaminants, or even the material itself breaking down. Ink and toner face similar issues, potentially drying out or leaking. Store your supplies in a cool, dry place and keep it sealed in its original packaging until needed.
4. Update Software
Manufacturers release regular updates to fix bugs and improve performance. Install these promptly to keep your equipment functioning optimally.
5. Schedule Routine Maintenance
Set up a schedule to perform the following tasks for all printers:
- Running cleaning cycles
- Checking ink and toner levels
- Inspecting paper trays for dust buildup
- Ensuring all moving parts are functional
6. Outsource
If you have particularly heavy print needs or lack the resources to perform these steps on your own, consider outsourcing. Professional office printer maintenance companies can provide scheduled servicing to keep your machines in peak condition.
Low Maintenance Printers for Offices
Some printers require more upkeep than others. If you require a hassle-free option, consider purchasing low-maintenance printers for office use. Look for these features:
- High-yield ink or toner cartridges: Reduces the frequency of replacements.
- Automatic duplex printing: Cuts down on paper waste and manual intervention.
- Self-cleaning printheads: Prevents clogging, avoids risky manual cleaning, and improves longevity.
Note that laser printers often require less maintenance than inkjet printers. Brands like HP and Brother are known for durable, high-performance models designed for office use.
Basic Troubleshooting
Knowing how to troubleshoot common issues is just as important as preventative maintenance. Here are some basic things you can try:
1. Paper Jams
- Make sure paper is loaded correctly and isn’t wrinkled or damp.
- Turn off the printer and locate the jam.
- If possible without damaging the machine, carefully remove the paper.
2. Poor Print Quality
- Run a self-cleaning cycle.
- Check ink and toner levels—low supplies can cause uneven prints.
- Ensure the correct paper type and print settings are being used.
3. Printer Won’t Connect
- Restart the printer, computer, and Wi-Fi router.
- Check that drivers are up-to-date and reinstall if necessary.
- Verify that the printer is connected to the correct network.
If these steps don’t resolve the issue, do not keep attempting to fix it on your own. This may cause further damage. Instead, contact a professional for advice.
Quality Office Printer Maintenance for a More Efficient Workplace
Office printer maintenance, and troubleshooting tips for common issues, are essential skills for any workplace. Some simple upkeep now will keep your machines working better for longer, preventing unnecessary repair or replacement costs and helping your team work more efficiently. In the long term, this will lead to greater productivity and profitability.
Are you tired of wasting time on printer maintenance? Com Pro’s dedicated team of experts can handle boring, day-to-day tasks for you, so you can focus on running the business. Explore our managed print services to get started.