Maintaining your office copier is as easy as one, two, three. A little tweak here and a little cleaning there ensures your copier stays in good shape, right? Wait a second, when was the last time you did some routine maintenance on your copy machine?
If you’re having trouble answering that question, you’ve come to the right place. Just like any other piece of technology you use, your office copier requires upkeep and maintenance as it ages, especially if your business experiences frequent high print volumes.
Just like taking care of yourself, your home, or your car, your office copier needs attention, too. Every copier does three things—copies, misfeeds, and jams. Your copy machine is an essential part of your business, and if there are a few things you can do to prevent it from breaking down, wouldn’t you want to learn how?
Of course, like any other piece of office technology, there will be instances when your office copier gives you a problem too big or complex to fix on your own. However, there are some significant steps you can take as preventative measures to keep your office copier performing at its best.
Like anything else, the better you treat your office technology, the better they treat you. Follow along as we share our top 5 steps in maintaining your office copier to help your business grow using reliable office solutions.
DIY: 5 Easy Steps to Take to Keep Your Office Copier Running Smoothly
1. What Are You Feeding Your Copier?
The type of copier paper you’re putting into your machine, as well as the ways you insert the paper, has a lot to do with the functionality of your office copier. Using the cheapest printing paper available isn’t the best solution for the long-term use of your copier.
When in doubt, refer to the copier’s operating manual for the manufacturer’s paper guidelines. Here are some additional suggestions to follow when it comes to the proper use of copier paper:
Stop filling the paper to the brim. Refilling the paper trays to the top is unnecessary when your office copier or multifunction printer (MFP) is out of paper. Most commercial copiers typically have a “fill line” indicator inside the paper trays, signifying the paper should not rest over the line.
Fan your paper. Have you ever heard of fanning your printing paper before inserting it into your machine? Sometimes, it helps to fan your stack of paper from one corner to put a little air between the pages. Fanning your pages helps prevent the paper from sticking together, which can potentially cause paper jams.
Store your paper in a clean and organized space. It’s essential to store your paper in a clean, dry, and organized area, helping to prevent any unwanted dust or material from damaging it. The crinkled paper also plays a part in paper jams, sometimes because of the weather. Storing your paper in a dry (as opposed to humid) space helps keep your paper flat, preventing low-quality color or black-and-white prints.
2. The Proper Ways to Clean Your Copier
One of the easiest ways to keep your office printer or copier running well is to clean it properly regularly, such as wiping off the machine’s exterior and the bypass and exit trays.
Remember to wipe away dirt and debris from the copy machine’s entry areas so that they don’t fall into the paper path. Most copiers also come with a cleaning cloth to wipe the glass platen.
Always check the copy glass before making copies or scans to ensure high print quality, as loose dirt will inevitably appear on your future documents.
You must also retrieve all parts of the jammed page or pages when clearing a paper jam. Even the tiniest scrap of paper left inside the paper path can cause significant damage during your next copy run.
Also, don’t use all your force when cleaning the jammed paper. Take your time, and use gentle force so that you don’t damage the internal parts of the copy machine.
3. Stay Proactive: Schedule Regular Maintenance & Service Calls
Another great idea to consider when looking for ways to maintain your office copier is scheduling routine maintenance with your service provider.
Whether buying or leasing, most manufacturers and service technicians recommend regular service on your machine.
Speaking of buying or leasing an office copier, learn about the best time to purchase a new one by reading our article, When Is The Best Time To Buy An Office Copier?
The frequency of these periodic service calls may vary depending on your machine and usage, and some leases might even include proactive maintenance—so be sure to review the contract you signed when you leased your office copier.
However, even if proactive maintenance is included in your contract, it is still a good idea to contact your service provider to schedule a service inspection.
Research the maintenance recommendation for your equipment and set automated reminders so that you remember to request the service you need. It’s always better to be proactive and ahead of the game instead of playing catch-up when your copier malfunctions.
4. Communicate With Your Repair Service Team
If you continually struggle with repair issues on your office copier, ask your repair technician or business technology consultant for assistance.
A great service provider will make recommendations specific to your issues, such as the need for an upgrade or different supplies that better fit your model copy machine.
Following the advice of a qualified and trained professional can significantly benefit your business, employees, and customers.
Don’t be afraid to ask for some direction; they’re there to help you understand your business technology so that you can spend your time on more pressing and important tasks, worry less, and attend to your business.
To learn more about the benefits of communicating with your office technology provider, or if you’re unsure how to find a provider that best suits your needs, read our article, How to Choose The Best Printer Repair Service.
5. Choosing a Copier Specific for Your Business
We see many businesses having trouble with their office copiers because the device doesn’t match the company's demand. Office copiers or multifunction printers can easily break down when they’re not well-suited for the needs employees place on them, such as high volumes of printing.
If you have an office copier that continues to break down, overuse could be the reason. Unfortunately, many office copier companies are more interested in advertising prices for cheaper copiers, but they don’t always tell you that the machine is low in quality.
Beware that a smaller model or low-end machine will most likely cost you more in lost downtime, repairs, and productivity in the long run.
However, it’s important we play devil’s advocate and stress the significance of not “over-buying” your office copiers. Some copier machines are designed to be used almost nonstop throughout the day and to function in high-use environments. Under-using those types of copiers can also lead to more maintenance than required.
The Final Say: Maintaining Your Office Copier
Maintaining your office copier doesn’t have to be complicated or time-consuming. By following these five easy steps—turning it off when not in use, allowing proper warm-up time, keeping the glass clean, using quality supplies, and loading paper correctly—you can prevent common issues and extend the life of your machine.
A well-maintained copier ensures smoother operations, fewer frustrating breakdowns, and higher print quality for all your essential documents.
Remember, a little maintenance today can save you from costly repairs tomorrow. So take a few minutes to care for your copier, and it will continue to support your office’s productivity for years to come! To learn more about office copiers, reach out to us!
