Simple Ways to Prevent Copier Maintenance Issues

copier maintenance prevention

When your copier is down, the flow of the office is interrupted. Copier maintenance issues can be costly both financially as well as they can take a big hit on your office workflow. As they say, the best strategy is always prevention, and we’re sharing some of our top tips for preventing any copier maintenance issues from arising.

1Start With Quality Equipment

The first step to preventing copier maintenance problems is simply making sure you are working with the right piece of equipment from the start. While knowing what copier to choose can be a bit challenging without the guidance of an expert in the field, you can make informed decisions on where to purchase your copier based on the quality of the company you’re buying from. 

I know we all appreciate a good deal, but sometimes a deal is TOO good to be true. Namely, companies you might find online that seem to offer the same products at a steep discount, but they’re an obscure company located overseas that you’ve never heard of. If that’s the case, you can almost bet on having problems down the line, getting something with missing parts and/or even receiving faulty or cheaply-made equipment.

Invest in something that you know you can rely on for the long haul.


2Educate Your Staff & Guests

Most copier issues arise from pure user-error. 

First, take the time to train your staff on how to use the copier. If you’re leasing or have purchased the copier from a local company, they should be able to do this for you! The mistake is when people think that copiers are completely intuitive. While most now are extremely user-friendly, they do take a little bit of practice to learn the ropes.

If you allow guests and customers to use your office copiers, having clear signage in place is crucial to preventing problems. Try to specify as much as you can (i.e. How-to steps, problem-shooting instructions, etc.) and post it right near the copier so that you decrease your chances of people misusing the equipment.


3Schedule Routine Maintenance Checks

Just like how you schedule regular maintenance check-ups and oil changes for your car, your office copiers need regular “health” checks to ensure everything continues working properly. Many copier companies will pencil in these checks, often quarterly, within your service contracts taking the pressure off you to stay on top of scheduling those visits. 

If you’re curious to know how a copier service contract can help you decrease your copier downtime and service costs, learn more about copier service contracts here!


4Purchase the Proper Toner or Ink Cartridges

First, it’s important that you always purchase the recommended toner or ink cartridges specified by the manufacturer. 

So they can just make more money off of you, you say?

While there are occasional off-brand alternatives that work with different machines, the reason the manufacturer gives those recommendations is because that is what they know and have tested to work in the machine. When you use an off-brand product, it could cause clotting and bleeding issues or just not work at all in the machine. Then you’re in for an expensive fix.

You always want to make sure that you’re purchasing those products from a reputable company. Just like other products you might find on a site like Amazon, there are thousands of knock-off products that are peddled online that are just made to deceive you and can hurt your equipment in the long run.

Additionally, to further prevent downtime, make sure you or someone in your office is checking the toner levels often so you don’t find yourself out of ink unexpectedly!


5Clean Your Equipment Regularly

While your regular maintenance check-ups are important to maintaining the integrity of your machine, it’s also important to perform light cleaning each month. Wipe down the feed trays and glass to remove dust, debris and fingerprints. You can even pull out the compressed air can that everyone is always dying to use to shoo away those pesky particles that can cause your machine to malfunction.


6Don’t Mix & Match Your Paper

Mixing paper types, sizes and textures puts you on the fast-track to a paper jam or worse. Whether you utilize separate paper trays for different paper types or you only equip the copier with your most frequently used paper, you’ll want to keep your paper types separate.


With that being said…

Do you find that your copier is down or malfunctioning often? It may be time for an upgrade. Many people see dollar signs when they hear that, but that’s often not the case. In fact, many organizations that upgrade their legacy equipment find that they quickly cut their monthly budgets

[See how one school district reduced their copier budget by $400 when they upgraded their equipment »]


office equipment cost worksheet