tips for caring for office equipment

Your office equipment is arguably one of the most important parts of your business. After all, it’s how the work gets done– and anyone who’s experienced a slow computer or a jammed printer can verify that malfunctioning or poorly-maintained equipment can throw a major wrench in the day’s productivity.

But there’s good news: it’s possible to keep your equipment in good condition and running smoothly with just a little extra effort! Plus, with some care and maintenance, you and your company can avoid the expensive and time-consuming tech crises that tend to accompany neglected equipment.

What equipment needs maintenance?

Consider what you use most throughout the workday. Your computer probably falls under that category, in addition to printers, copiers, and shredders. Imagine how much your routine would be affected if any of these pieces of equipment were to suddenly stop working!

Taking care of office computers

When we say “take care” of your equipment, we mean a little more than just wiping down the screen with some Windex and calling it a day.

Taking care of a computer means taking the time to ensure that your software and operating system are up-to-date, and that all of the appropriate security measures are being taken to protect your company’s sensitive information.

If you’re not sure how to perform these tasks on your own, you can easily locate an IT professional to help walk you through the process. In fact, seeking a professional’s opinion is a good idea even if you’re pretty tech-savvy. Tech security is increasingly important in the business world, and you definitely won’t regret taking the extra steps to keep things locked up tight for your company.

It is important to keep your computer clean on the outside, too, of course. Using compressed air to keep the keyboard free of debris is helpful for extending the life of the keyboard. 

It also helps to avoid drinking from an open container right next to your keyboard– which means choosing a coffee cup with a lid!

Basic care and maintenance for copiers and scanners

It’s likely that basic maintenance of office equipment like copiers and scanners has fallen by the wayside in your office. After all, aren’t scanner technical issues kind of just the norm?

In fact, some preventative care and maintenance can keep your copying and scanning duties running smoothly– without paper jams, ink issues, or overheating.

Your copier or scanner came with an owner’s manual that should let you know how often it should be cleaned. Keeping a scanner clean is particularly important in order to avoid paper jams or image issues, and the owner’s manual will let you know how often cleaning is necessary. 

Usually, this is determined by the level of use that the scanner gets, so a scanner that’s running all day will require more frequent cleaning than one that’s only used a few times a month.

How should I maintain my office printer?

This is another scenario in which checking out the owner’s manual will be incredibly helpful. In the manual, you’ll find the correct ways to take apart the machine in order to clean the insides. You can do this with a dry cloth, just to keep the inner workings free of dust and debris.

It might also help to be sure that you’re using the correct paper weight and settings. If your printer’s default setting is for a different paper weight than the type you frequently use, you’ve most likely been seeing a lot of paper jam issues. Adjusting the settings is an easy fix that can greatly extend your printer’s life– and save you lots of time and headaches!

What if I need new office equipment?

No matter how carefully you maintain your office equipment, there comes a time when it needs to be replaced.
Replacing equipment can be a major expense, but thankfully there are plenty of options for leasing equipment that can even help to improve your company’s credit. If you’re interested in replacing outdated equipment by leasing the very latest technology, give us a call at 501-833-8150 to learn more.