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Top 5 tips to care for your office equipment

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Purchasing good quality office equipment will make the difference between seamless productivity or endless frustration in your office. You want to make sure you get the right multi-function devices for your office needs and then know how to properly look after them to keep things running smoothly.

Whether you’re setting up a new office or refurbishing an existing space, you want to ensure you have the right office equipment for your printing, copying and scanning requirements. Before acquiring any new equipment, our best advice is to speak to a reliable source (us), to make sure you’re getting equipment that can accommodate your printing, copying and scanning needs. From there, it’s vital to keep your office equipment in good condition to avoid any mishaps.

  • Location is key

In a previous post (link to post) we highlighted the importance of planning where to place your office equipment. This will play a big role in long-term employee productivity and your overall work environment. Make sure you printer placement is planned from the start with network points in place. Please don’t leave this until the last minute!

  • No food / beverages!

You need to put some office rules in place such as ‘no coffee next to the printer’. This may seem obvious, but it’s human nature to quickly pick up your documents on the way back from making a cup of coffee. All it takes is one rushed employee to knock over a cup and you have a disaster on your hands. Keep your printer safe!

  • Keep it clean

Office multi-function devices are appliances like any other. If you have a rule to keep the office microwave clean, you should have similar rules for the printer / copier. If an employee leaves sticky handprints (yes, this happens), they should know to wipe them down. Our best advice is to have dedicated people in charge of office equipment who simply make sure the machines are clean and free of dust. Should your machine be located in a dusty environment – it is best to purchase a dust cover from your supplier – so check if they offer dust covers as well.

  • Update driver and software

Your office multi-function devices operate on software just like any other computer and you want a supplier that not will not only maintain the machine, but will ensure you are on the latest software version at all times. With the right supplier, software updates should never be your concern.

  • Don’t cut corners

Make sure you know how often your printer needs to be serviced and make sure you stick to a regular service / maintenance schedule – especially if your printer is working hard. Ensure you are dealing with a reputable company that alerts you when a service is required.

It’s also important to ensure you are using the correct ink cartridges. Don’t be fooled by deals that seem too good to be true – using incorrect ink cartridges or sub-standard quality ink will not only affect daily operations but could also damage your machine in the long run. All the money you ‘saved’ on cheaper cartridges will be negated if you permanently damage the printer instead.

Your best bet is to be on a service plan that includes toners that eliminates potential costs due to inferior products.

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