Tips For Keeping Office Equipment Reliable

By Brittany Cotton

One of the biggest expenses for most offices is the wide variety of equipment that’s required, including copiers, scanners, and printers, among many others. However, by keeping existing equipment in good condition and ensuring that all office equipment works reliably, businesses can save a lot of money on overhead.


Let’s take a look at a few tips for keeping office equipment reliable, as well as some benefits of maintaining a positive and safe work environment.


How to Keep Office Equipment Reliable



One of the most important parts of ensuring the reliability of office equipment is to perform routine tests to make sure everything is functioning normally. Most printers, for example, can print test sheets with a series of lines on them to verify that everything is aligned properly.


If these tests aren’t performed regularly, it can cause a great deal of stress for everyone in the office. A company that prints its own computer or QuickBooks checks, for example, can cause a lot of problems for a lot of people if those printers aren’t aligned and the checks can’t be processed by standard check readers.


Regular maintenance logs should be kept as well, as knowing how long it’s been since the machine was last serviced and the nature of the issue will not only help the company to know if a routine service check-up from a professional is in order but will also help the maintenance technician know what’s been fixed recently and what hasn’t.


Speaking of professional maintenance, it’s a good idea to find a quality local technician when possible, although some warranties, service agreements, or other factors might require the office to wait for a certified technician sent by the manufacturer. If this doesn’t apply, a local technician will likely provide faster turnaround times.


Maintaining Spare Parts and Supplies



Another important factor in maintaining the reliability of office equipment is to have extra supplies on hand. For example, every device that requires an ink cartridge should always have a spare on hand that can be replaced if the device unexpectedly runs out of ink. Normally, the device will tell you if it’s running low but the sensors in the device can be unreliable, especially in less expensive printers.


Additionally, any supplies used for routine maintenance that don’t require a service technician should be placed either by the device itself or in a designated area. For example, the brushes used to clean a print head should be kept with a bottle of isopropyl alcohol and an instruction sheet that reminds the employee in charge how to properly clean the unit.


On that note, it’s important to have training sessions for all employees that include how to use the office equipment properly, how to perform routine maintenance, how to troubleshoot common problems, and which manager or employee to speak to if a piece of equipment isn’t operating as intended and the employee cannot solve the issue on their own.


Benefits of a Safe and Positive Work Environment



A safe and positive work environment provides many benefits to management, employees, customers, vendors, suppliers, and everyone else involved in business operations. Employees will have higher job satisfaction and, in turn, the company will have better retention rates. Studies have also shown that happier employees tend to be more productive, which will make the company significantly more money over time.


It should not be treated as simply a legal requirement or an obligation to be avoided when possible. Instead, companies should be proud of their safety records and make sure that every employee is treated with respect, dignity, and appreciation for their efforts. When workers are happy and safe, everyone in the company benefits.





These are just a few ways companies can ensure their office equipment works reliably and as intended. By performing routine maintenance, training employees, keeping service logs, and checking equipment regularly, companies can reduce their operating costs and increase profit margins by not having to replace expensive equipment. Maintaining a safe and positive work environment is another important key to success, as it’s not only the law but it’s also the right thing to do.

Brittany Cotton is a writer who focuses on health, wellness, and a variety of other topics. In her free time, you can find her reading, trying new recipes, or playing with her dog.


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