The world may be pressing forward with a paperless goal, but printing out hard copies will always be necessary. This fact includes any small business on a fast track toward success. The last thing that you need on a busy workday is a malfunctioning printer, however. Explore the basic practices that you can employ to keep your printer working smoothly. Simple steps are all that is needed.
Clean it Out
A basic task that anyone can perform in the workplace is cleaning out the printer on a regular basis. Dust, paper particles, and even staples can end up deep within the printer. These items add up over time, which leads to paper jams. Once every month, open up the accessible sides of the printer. Wipe out the debris, pull out any rogue paper and test the printer’s operations. A cleaning alone can make a huge difference in the machine’s daily operations.
Verify the Latest Software Updates
Your printer won’t run very smoothly if it’s operating on old software. Pay attention to popup windows on your company’s computer system. Most printers have an automatic verification process that locates new software when it’s released. You simply need to follow the download instructions. The latest software works out any bugs in the system and protects it from hacks. Problems will arise over time when the printer continues on old software.
Avoid Amateur Service
Find a repair facility that specializes in your printer’s brand. Ideally, any service personnel working on your printer should have certifications from the manufacturer. Although all printers have the same operations, each model is unique to its design. A certified technician will know what to look for and apply the proper protocols to fix the issue. A cheaper service might cost more with extra visits and broken parts in the meantime.
Stock up on Toner
Ink will always be in high demand at your office. Don’t hesitate to stock up on toner. Be aware of how often you replace the toner cartridge. Keeping one or two cartridges in stock might be your best strategy. Don’t buy too many cartridges at once, however. A bulk supply might decline in quality. A few cartridges in stock will keep you running smoothly while maximizing the toner’s quality.
Listen for Changes
Your office is busy on most days, but take time out with each printing job to listen. The printer should always have a standard sound. If unusual sounds persist, such as grinding or screeching, a part may be breaking down. The drumhead is a part that requires replacement for optimal operations, for instance. Call for a service appointment as soon as the sound begins. That part can be replaced during one appointment, which lengthens the printer’s lifespan.
Buy Original Equipment
In today’s connected world, you can go online and find many third-party manufacturers with inexpensive parts for your company printer. Be wary of these suppliers, however. To maintain your printer’s quality, but only original parts from the hardware’s manufacturer. Printer cartridges may be half the price of the OEM versions, but the parts can damage the printer over time. The print quality also declines. Questionable parts will ultimately cost you more in the long run so seek out OEM units during every purchase.
Be aware of your printer’s age. High-quality printers can last for many years, which includes busy businesses. Simply care for the machine as often as possible. Teach your employees about proper care as well. When everyone has a working knowledge of the printer’s care, no one will treat the hardware with improper actions. The machine becomes part of a successful company.