No machine can operate optimally and last long without regular maintenance and care. An office copier is no different. Whether you run a small office with a single copier or a multi-department organization with fleets of them, you’ll want to ensure each machine gets the proper attention.

But be careful; the attention in question shouldn’t be a once-in-a-while checkup. Instead, it should involve lots of little checks and adjustments you can do daily to ensure your office copier runs smoothly for as long as possible and avoid the staggering cost of downtime. Here’s what to do.

6 Tips for Maintaining Your Office Copier

Keep these six tips in mind when operating your office copier, and frustrating breakdowns and loss of productivity should be a thing of the past.

1. Choose the Right Copier

You might think that this tip has nothing to do with office copier maintenance. Technically, you’d be right. However, this step is what sets you up for success with copier maintenance. Having the right type of office copier is crucial for reducing maintenance challenges in the long run. How?

Well, suppose you select an office copier that can’t keep up with your copying needs. In that case, you’ll likely overload it, causing it to wear out faster and break down more frequently. The same goes for choosing outdated and inefficient copiers.

2. Warm Up the Copier Before Use

Running a project on your office copier immediately after turning it on is a bad idea. This will strain its components and potentially lead to premature wear and tear. The warm-up phase is there for a reason. Let the copier get calibrated without interruptions, and it will perform more efficiently and have a longer lifespan as a result.

3. Avoid Overworking the Copier

Once the office copier warms up, it’s good to go. However, this machine can also overheat if you run it continuously and without breaks. Like any other equipment, office copiers need rest. So, make sure to take short printing breaks between heavy copying tasks. This will allow the components to cool off before resuming operation, contributing to their longevity.

Also, make sure the office copier is turned off when your office is closed (e.g., on the weekend), as this can dramatically reduce the wear on its internal component. Plus, it will save you lots of electricity.

If your business requires non-stop copying and printing, invest in additional units. This way, you won’t put too much mileage on individual machines. Create a schedule pinpointing rest days for each office copier, and they should continue to serve you well for a long time.

4. Use Consumables of Good Quality

Given that running an office copier can get rather expensive, it’s perfectly understandable to look for ways to cut costs. However, buying consumables (paper, ink, etc.) of lower quality shouldn’t be included in your cost-cutting measures. Sure, this might lower your initial costs. But it will spell nothing but trouble in the long run.

Using consumables of poor quality can lead to more wear and tear over time, thus reducing your copier’s lifespan and the quality of its output. For instance, a cheap toner can easily leak, damaging the copier’s internal components. At the same time, paper of poor quality can shed lint, clogging the copier.

Of course, this doesn’t mean you need to purchase the most expensive consumables. Even mid-range options should meet the quality standards required for your copier, balancing cost savings and long-term performance.

Another thing to pay attention to is the weight and size of your paper. Make sure these match your office copier specifications to avoid paper jams and similar maintenance issues.

5. Handle the Copier With Care

Unfortunately, many of the internal copier components are surprisingly delicate. This means that you must be careful when handling it. Rough handling and slamming doors can easily cause damage, leading to costly repairs.

One of the times you must be extra careful when loading the paper tray. Fail to do so properly, and you’re looking at paper jams, tears, and potential damage to the internal components. So, how do you do this correctly?

First, make sure the paper is loaded in the right direction. Then, align it evenly and adjust the guides to fit the paper size. Also, make sure to load the recommended amount of paper. Underloading the paper tray can cause feeding issues while overfilling the tray isn’t any better. Follow the copier’s recommended paper capacity, and you should have no issues striking the perfect balance.

6. Empty the Waste Toner Reservoir Regularly

Some office copiers have waste toner reservoirs collecting debris from the cartridge. If you use the copier frequently, this reservoir can fill up in no time. Once it’s filled, it can clog the copier, thus causing several issues.

Fortunately, there’s a simple way to avoid this – just empty the reservoir before it overflows. Even better, the copier will inform you when it’s time to do this. In other words, you don’t have to keep track of this constantly; just not ignore the error message.

Should a Professional Maintain Your Office Copier?

Taking proper care of your office copier on a day-to-day basis will go a long way toward ensuring its efficiency and longevity. However, none of these tasks can replace regular professional checkups. Having your office copier professionally maintained will ensure no stone is left unturned. These professionals will check all the hard-to-reach places and spot potential issues before they cause a breakdown.

With regular professional maintenance, along with you and your team’s daily efforts, your office copier should run at peak capacity for years to come.

Maximize Efficiency, Minimize Disruptions

As long as you know how to choose the perfect office copier for your needs and maintain it properly, you should have no issues with this handy machine. Sacramento business owners can rely on Buckmaster Office Solutions to help them every step of the way. Reach out to our team today and let us help you maximize your office efficiency while minimizing disruptions.