Tips for Office Printer Maintenance to Minimise Breakdowns
Your office printers and copiers are essential pieces of equipment. Breakdowns can seriously affect your office personnel’s ability to complete their work, communicate with clients and to keep records. Interruptions of important print runs because of breakdowns can lead to client losses, especially if working on tight deadlines. We’ve thus shared a few tips below to help minimise the need for expensive office printer repairs, helping you to keep the office printers working as they should.
Don’t Compromise on Paper
If you skimp on the quality of paper used in the copiers or printers, you can expect poor quality prints. Cheap paper is often old or low grade with residue build-up, which causes unnecessary paper jams and subsequent delays in completion of print jobs.
Take the extra time to break a new ream of paper into three sections before placing such into the printer or copier tray. Overstocking with paper also leads to jamming and extra pressure on the feeder.
It might seem like a good idea at the time to pull a stuck piece of paper out of the printer, but it will be one of those actions that can cause you to sit for half an hour with tweezers trying to get it out. If left in place, the paper will just cause a complete traffic jam. The best solution is to be gentle. Use both your hands and smoothly pull the paper from the roller.
Quality Ink and Toner
Yes, you pay more for quality, but at the end of the day, the extra few Rands will mean fewer call-outs for office printer repairs. When it comes to toners and ink, you can expect to get prints equal in quality to the price. If you use cheap ink or toner, you will get stripes, inconsistent prints and a complete mess in the machine. Refills have the tendency of causing ink leakages.
You can only use compatible inks and toners if the copier or printer supplier recommends such. Many printer brands, such as HP, make it rather difficult to install and work with compatible cartridges.
A little bit of preparation and patience when installing new toners can help you save the frustration of logging an office printer repair call because of clogging. Shake the toner or cartridge before installation, as it helps the ink to distribute evenly and to prevent clogging of the heads. It will also mean getting more prints from one toner or ink cartridge.
Although it makes economic sense to print text documents in black and white to reduce the usage of the more expensive colour cartridges, do get in the habit of using colour once or twice a day to keep the ink flowing. If you really want to save on printing costs, then the fast draft or economical mode can be used for in-house documents.
Take the Time to Do the Little Things
Even if it means being a few seconds late for lunch, never do repairs on a printer with it in the “on” position. You might get burned or shocked. Think of the inside of the printer as the same as the engine of your vehicle. If it just completed a large print job, it will have very hot components.
Regularly have our technicians vacuum your copiers or office printers to remove dust and debris. Dust build-up causes jamming and reduces the lifespan of the printer/copier.
If you have a large multifunctional printer that must be moved, call in our technicians. Moving it on your own means risking back injury and damage to the machines. Our technicians are trained in moving the equipment correctly.
Do you recall that nagging message on your phone reminding you that it is time to update the instant messenger? And do you recall when you tried to use it after ignoring the message for a while? It didn’t work and the updating process all of a sudden became a long and painful experience. The same applies to software update messages. Don’t ignore! Failure to update the software when prompted to can cause serious security risks and the machine may eventually stop performing the way it is supposed to work.
Apart from the above tips – making use of our printer sales, rentals and office printer repair services will help you to keep costs low and your machines working perfectly.