Office Copiers Maintenance Checklist: 10 Things to Do to Keep Your Copier Running Smoothly
office copiers

Office copiers can be your greatest tools at work. They can also be constant sources of frustration. Ask any office worker, and you will find a copier story.

On the flip side, fixing a copier can give you the aura of a magician around the office. Funnily enough, there are some pretty simple ways to keep your copier from needing fixing in the first place.

We will run down 10 tips you can put into practice right now. Follow our instructions, and your office copy machine will run smoothly. Your coworkers will thank you.

10 Ways to Prevent Your Office Copiers From Breaking Down

These tips are not just about materials, though many of them are. We wanted to cover the full range of issues office copiers present, so we have collected suggestions that address the many facets of the complicated creature that is the office copier.

Learn to tame this beast by following these suggestions.

1. Train Your Staff Ahead of Time

A little training goes a long way. Many people do not think about training when it comes to copiers, but these machines are as or more specialized than many of the other pieces of equipment you use at the office.

Your staff should know the basic features of your copier as well as any special functions that apply to their specific roles. Give them some elementary troubleshooting tips, and they will be able to solve most problems that arise by themselves on the spot.

2. Eliminate Static Electricity

Static electricity can wreak havoc on your office copier’s delicate operating system. It may seem frivolous, but the precautions to avoid damage from static are simple.

Place a rubber mat in front of your copier. That way, it will eliminate any static your employees are carrying before they touch the machine.

3. Connect Everyone to the Network

So many office copier problems come from connecting only a couple computers to the printing network.

When the entire office is relying on one or two computers to print, problems are bound to build up. Jobs get delayed, pile up, and then seem to disappear into thin air.

You can avoid these problems by taking the time to connect every employee to the printer network right off the bat. This can also make it easier to isolate problems when they occur.

4. Location, Location, Location!

The famous real estate maxim applies here. The right placement will help you get full benefits of your copier.

“Right placement” is about more than just convenience. It may sound counterintuitive, but you actually want to put your copier in a low-traffic area. Lots of foot traffic can stir up dust from the floor, which can get into the machine and degrade its performance.

You also want to put your copier in a place where the temperature is well regulated. Keep your machine away from any HVAC units and out of direct sunlight.

5. Be Proactive About Ink and Toner

Just seeing the words “low toner” in print may be giving you PTSD. We understand.

Avoiding these messages is simple.

All you need to do is monitor the levels of ink or toner, depending on your copier’s substance of choice, on a regular basis. Create a schedule in which employees check these levels weekly. Most machines offer a display screen with this information, which means the task can take a couple seconds.

6. Keep Your Paper Dry

You are keeping your copier away from moisture and heat. Do not make the mistake of placing your paper in a closet far away from this ideal environment. Not many people know that moist paper is one cause of jams.

You can still keep your paper in a closet. Just make sure it is a closet that is clean and dry.

7. Keep Your Paper Organized

Speaking of paper, you should not mix and match paper in your printer. Changing the sizes, textures, and thickness of paper in a single tray is a recipe for jams.

You may want to keep one tray separate for the paper you use most regularly. When it comes to the other papers, you can organize them in your paper closet so that employees put their paper back where they found it when their job is done.

8. Schedule Regular Check-Ups

You do not have to rely on your employees to do all the troubleshooting. Many copier manufacturers have maintenance agreements that make it easy to schedule quarterly check-ups to ensure the health of your copier.

9. Buy the Right Copier in the First Place

You can avoid many problems by knowing what your needs are from a copier. Factor those in before you make your purchase.

Are you a high-volume company, or do you need a lot of flexibility? You and your copy technician will be happy you asked these questions before making your purchase.

10. Clean All the Glass

Cleaning your copier’s glass is one of the most satisfying cleaning tasks in the office. It pays off in immediately reducing imperfections in print jobs.

All you need is a soft cloth and alcohol-free glass cleaner. In addition to the big platen glass, make sure you clean the slit glass. You can find its location by looking in your manual.

Be Free of Your Office Copier Worries

If you follow these suggestions, we have no doubt you will see a dramatic reduction in your office copier problems. Employees who know how to not only fix but actually prevent glitches in office copiers are worth their weight in gold. Use your newfound knowledge to become one of those employees.

Check out our office copy machine offerings to do even more research on the perfect office copiers for your business.