You and your staff rely on your office’s copier to be ready at a moment’s notice. However, if that copier malfunctions or entirely breaks down, you could experience significant downtime that impacts productivity and efficiency. You can help prevent this by adopting the following best practices to keep your copier running smoothly.

Give Your Copier a Chance to Warm Up

If you have just turned your copier on or it is in a standby mode, it needs a chance to warm up before being used. Continually pushing the copy button to try to speed up the process isn’t effective and in fact, could cause damage to your machine.

Don’t Overfill the Paper Tray

Overfilling your copier’s paper tray increases the risk of having a paper jam. If your copier’s paper capacity is not enough to satisfy your needs, speak to your service provider about upgrading to a larger-capacity paper tray.

Be Gentle When Clearing Paper Jams

It is frustrating when a paper jam occurs. However, don’t take your frustrations out on your copier. After identifying where the jam is, carefully remove and avoid tearing the paper that is jammed.

Keep the Copier Clean

Paper dust, dirt and debris are enemies to copiers. Clean your paper trays and the glass platen often to keep your copies looking their best.

Be Careful Not to Damage the Platenthumbs up. best practices concept.

Before making copies, make sure to remove any paper clips or staples from the originals. This will help prevent scratching the surface of your copier’s glass platen, which could make your copies illegible.

Beware of Counterfeit Toners

We all want to save money. However, choosing to use a cheap toner can harm your copier. Stick to OEM toners to reduce your risk.

Train Your Staff on How to Use the Copier

Copiers are typically easy to use. But if they aren’t used correctly, they can be easily damaged. Make sure that your staff is trained in how to use your office’s copier the right way to avoid problems.

Call for Service When Needed

Your copier is likely to give you a few hints when it needs service. You might see a decline in copy quality or hear an unfamiliar noise. Don’t wait for it to break down, call for service at the first sign of a problem. Almost all copiers require regular maintenance, so pay attention to your machine’s servicing requirements.

Adhering to these best practices helps avoid unexpected copier breakdowns. You may also benefit from an extended lifespan of your equipment, too!

Considering a new copier for your fleet? Give us a call and let us help you find the right copier, along with the best maintenance, for you needs!