Some business owners are surprised when their office technology fails them, especially if the machines don’t last as long as they should. However, this shouldn’t come as a shock if nothing has been done to maintain them. Once devices are installed, they need to be taken care of over time. Technology is needed for a multitude of operational needs, so it’s crucial to keep these devices running. They’re not cheap to replace, so you want to get the most out of your business investment.
Additionally, if you have a small number of machines such as printers, copiers, and computers, they could be in danger of overwork. These are, after all, devices you and your team are using every day. This is why it’s essential to try to extend the life of your office technology in any way you can. Performing small maintenance tasks don’t require much effort on your part, and it will save you money and time later. Below, you will find a handful of tips to keep in mind moving forward.
1. Clean Your Machines
This may seem like a simple thing, but regular cleaning can have a large impact on your machines in the long run. Dust and debris build-up can infiltrate the system and cause it to malfunction. Wipe down your devices with the correct materials, and be sure to use non-toxic cleaners that won’t harm the machines. Always double check your manual to see what parts need to be cleaned and how to clean the device properly. Some buttons or electrical elements, for instance, should be wiped with a non-abrasive cloth without the use of any liquid.
2. Refer to Your Manual
Even if you believe yourself to be tech savvy, you shouldn’t attempt to repair the machine on your own without first consulting the manufacturer’s manual. This should provide information on how to problem-solve, operate and maintain the equipment. If all else fails, it’s always good to have a manual on hand for the company’s contact information. An internet search can accomplish the same thing, but your manual should provide you with direct access to support for your specific device.
3. Consider the Location
Before bringing in new office equipment, think about where you should position each device. Some machines can be affected by sunlight, temperature and moisture. In most cases, you should place the equipment away from hot areas; when running, machines can produce plenty of heat on their own. You should also keep most devices away from water coolers, coffee machines and break rooms to avoid hazardous spills. These can be harmful not only to the machine, but to those standing or working nearby.
4. Perform Regular Maintenance
A manufacturer’s manual should tell you what types of maintenance tasks you can complete on your own. Some of your equipment, however, may require professional maintenance on occasion. If this is the case, make sure to have a maintenance schedule on-hand. Place it somewhere you can see it so you won’t forget! If you miss regular maintenance visits, it could decrease the lifespan of your devices. Furthermore, if a machine specifically necessitates professional maintenance, don’t attempt this yourself. Sometimes, trained specialists need to be called in.
5. Check for Damage Often
Even if you know you’ve been taking care of your office equipment, you don’t know if everyone in the office is doing the same. When you have some down time on your hands, take a close look at each machine and inspect them for any signs of wear and tear. Doing this takes only a few minutes, and it will improve the lifespan of your equipment if you correct problems early on. You could potentially see external damage such as scratches, dents and missing screws or internal issues like jams and interior components that require lubrication.
Let Us Help You Extend the Life of Your Office Technology
Nauticon is a leading provider of managed services, workflow solutions and other office technology solutions that can transform your workspace and help you resolve common office printer problems. If you are looking for a better way to meet your office’s needs, we are here to help. To learn more about our company and see how we can bring innovative, real-world solutions for your office’s needs to you, contact us today by calling (301) 279-0123.
