This Is Why Your Copier/Printer Isn't Working Correctly

by Diana L. Martin

At one time or another, we’ve all experienced the dreaded black lines down our copies or stood frustrated at the copier trying to clear a paper jam. And you probably swore under your breath at it because you needed the copies for a meeting that was scheduled to start in five minutes. Malfunctioning printers and copiers can be a constant source of misery in an office.

The good news is……….they don’t have to be! The simplest reasons that technology malfunctions are that it’s not properly maintained and/or people aren’t trained on how to use it.

Here are 7 ways to keep your copier/printer running smoothly:

START WITH THE RIGHT MACHINE
Many companies buy a machine based on price alone or based on price and one or two features. This can be a recipe for disaster if the chosen machine isn’t capable of handling the volume that will be sent to it. The inexpensive units are normally designed for the home user or the small office. To handle the needs of a medium or large business, you need a commercial-grade unit. When you need new equipment, contact your OEX account manager for an analysis and recommendations.

LOCATION, LOCATION, LOCATION!
Position the machine in a low-traffic area away from temperature changes (heat or A/C vents). Foot traffic causes dust, which gets into the machine and wreaks havoc on the components. Temperature changes can cause humidity, which can cause multiple other issues.

DO SIMPLE MAINTENANCE YOURSELF
Keeping your equipment in top shape requires a little (simple) care and attention.

• Black streaks on your copies are usually due to dirt - dirt on the glass or dirty rollers (it’s usually not the toner’s fault). Clean the glass once a month (or as you notice dirt on it) with standard glass cleaner, but don’t spray the cleaner directly on the glass. Instead, spray it on a cloth and then wipe the glass. This will prevent the chemicals from getting into parts of the machine they shouldn’t be in.
  
  
• Make sure the paper guides are tight against the stack of paper in the tray.
  
  
• Check your paper set up - make sure the type of paper programmed into the machine matches the type of paper in the tray. This will prevent the machine from using too much or too little toner for the job.
  
  
• Empty the waste toner bottle when indicated.

SCHEDULE REGULAR PROFESSIONAL MAINTENANCE
Some of the maintenance work needed on commercial-grade machines should not be tried at home. Find a certified professional service provider and schedule regular maintenance checks and cleanings. This will extend the life of the components and the machine in general. Think of your copier like your car - your car requires oil changes, tire rotations, etc. Your office machines require regular professional maintenance as well.

If you’re in the Metro Detroit area, we recommend Eagle Office Solutions, our copier partner located in Troy. Not only does OEX partner with and utilize them for all of our equipment - they’re good people, highly skilled and will give you fair pricing. Dawn Marie, Norb and Shawnay will take care of you like you’re family!

CLOSE THE LID!
This is my pet peeve. Many years ago, I was chastised by a copier repairman because he saw me making copies with the lid open. He explained to me that doing so damages the photoconductor. It also causes the copier to work harder than it needs to and everything that doesn’t reflect light during the scanning process will print black - which means you’re using a ton of black toner unnecessarily on every copy you make that way. Toner is expensive, so you don’t want to waste it. Closing the lid also reduces the chance of objects scratching the glass or getting into the machine.

SHUT IT DOWN
Turning the machine off at night and on weekends will prolong its life and save on your electricity bills. Be sure to give it a few minutes to warm up in the morning after you turn it on.

TEACH YOUR EMPLOYEES HOW TO USE THE MACHINE
Commercial-grade printers and copiers are not as intuitive to use as you would hope. Have training sessions with your employees to teach them how to use the machine properly. Instruct them to keep food and liquids away from the machine and put up small reminder signs on the wall nearby.

Following these basic steps will keep your equipment in good running order. Call us with any other questions you may have - 877-795-2600 - we’re here to help!