How to Make Your Office Printer and Copier Machine Last Longer

November 30, 2017

Any type of business in Singapore cannot function without paperwork, that is why the office printer and copier machine are essential items in any enterprise. But even with improvements in the hardware and software, some machines have longer lifespans than others.

How do you make the most of your office printer or copier machine? What are the steps that should be taken to reduce the cost of major repairs and replacements? Are there factors your company should consider before you buy printer in Singapore office supply shops?

1. Buy the Right Equipment. When you buy printer from a manufacturer, make sure that you get an estimate of the print volume per day so you can determine how many printers are needed in the office. Even a high-end laser printer or copier can get overworked if it’s printing nonstop for the duration of the day. Get to know what features are included in the machine to make the workflow in the office much easier, then divide the users according to the number of copiers or printers and specific printing needs. Special printers like the graphic art printer or the colour printer should only be used for quality and colored documents, but if you can print in standard quality, always choose that option.

2. Train Personnel in Proper Use of Equipment. All the employees who need to print documents will have to be briefed about the proper usage of the laser printer or the copier. If you have a multifunction device for example, the users should know how to utilize all the features, so that minor incidences due to lack of knowledge about the machine can be reduced. This includes not just the operator but even the remote users. Each office printer or copier machine will have a limited number of users, so that the machines are not overworked.

3. Assign an Operator. Even if you train all the users, you will still need to assign at least one operator for the machines, so that the employees have someone to turn to when something goes wrong. The key operator should be an expert or a technician from the copier leasing from Singapore company who knows how to solve office printer and copier machine problems.

4. Position the Printer and Copier Properly. The office printer and copier should be placed in an area away from traffic, open windows and doors, direct heat or cold, food and plants, and other office equipment. The machines should be accessible to everyone and must have adequate room to operate. If possible, there should be one area in the office specifically assigned for the laser printers and the copier machines.

5. Read the Product Manual. Before using the new printer in Singapore, the key operator and end users should read the manual to make sure that they know how to use the office printer or the copier properly. The manual will also include a list of compatible paper or printing materials, correct toner or cartridges for the machine, and instructions for troubleshooting.

6. Use Quality Materials. A lot of offices in Singapore often try to save money by purchasing low-quality printing materials and ink cartridges, but this is doing more harm on the equipment. Read the manufacturer’s specifications about the type of materials that are compatible for your laser printer model or your copier. Low-quality printouts are often the result of low-quality paper and ink, not a faulty machine. This is crucial with special printers like the graphic art printer or the colour printer that need the right photo paper to save ink and produce quality printouts.

7. Use Standard or Economy Mode. If you don’t need high-quality printouts, switch to standard mode to conserve ink. This will also speed up the printing or copying process.

8. Load the Paper Properly. Paper jams are common because the end users do not know how to load the paper properly. This can be reduced if the employees are trained in the proper use of the machines. Place instructions near the office printer or the copier about proper paper loading. Paper jams also leave some paper in the machine, that is why it should be carefully inspected before proceeding with any printing job.

9. Practice Preventative Maintenance. Regular service checks are essential to extend the lifespan of the office machines. Schedule these checks with a professional technician who will look for minor repairs and can clean the machines. It would also be better if you have an in-house operator who can do these for you.

10. Keep the Office Clean and Organized. The office should be kept clean to prevent buildup of dust and debris on the office printer, copier, and the other equipment as well. The employees should be reminded not to touch the copier glass with their hands and to clean the paper tray before printing.

11. Get the Most Out of Ink Cartridges. Change the printer’s settings if your company does not have to print high-quality documents all the time. Choose the grayscale and change the resolution to low-quality or draft and use smaller fonts, photos, and illustrations to save on ink. The cartridges should also be kept clean by the technician with a cotton swab or warm water to prevent clogging and drying.

12. Regular Cleaning of Equipment. The glass of the copier machine should be kept clean using a non-abrasive cloth, while the other parts should be dusted off with fine-haired brush. The ink nozzle will need occasional cleaning with a cotton swab dipped in alcohol. When not in use, the office printer and copier should not be used as a shelf or table for other items.

13. Turn Off the Copier or Printer. Make sure to turn off the copier or the printer before any maintenance and cleaning can be done. If there is no need to print or copy anything, the machines should also be given time to cool.