How to Limit the Downtime of Your Office Copier

As an office manager, you know how frustrating it is when the copy machine unexpectedly breaks down. Nothing halts productivity faster than being without your copier when you need to print, copy, scan, or fax documents. Here are some tips that can help limit downtime and keep your copier operating smoothly.

Schedule Preventative Maintenance

According to Working Needs, most businesses will have to replace their printers after roughly 3,000 pages have been printed. To keep your copier running, have qualified technicians perform regular maintenance to keep the machine in optimal condition. Follow the recommended schedule for thorough cleanings, component replacement, and firmware updates. Scheduling visits every four to six months enables the copier service to give your machine a tune-up to detect minor issues before they require major repairs. Think of it like getting an oil change for your car. Preventative care reduces failures.

Keep Supplies Stocked

Make it a regular habit to check toner, paper, and other copier supplies at least once a week. Running out of toner or having paper jams abruptly grinds workflow to a halt. Staying on top of reordering depleted supplies means no disruptions to your office's productivity and operations. Keep ample stock of paper, toner cartridges, and staples, so you're never stuck waiting on shipping.

Establish a Service Contract

Having a service contract in place with a copier service provides invaluable peace of mind. Any issue with the machine gets priority response time. Copier service providers have technicians available who are intimately familiar with your specific copier model. Whenever breakdowns occur, the copier service gets a technician onsite quickly to diagnose and fix the problem. Their expertise keeps repair time minimal. What's more, when you work with our copier service at Click Copiers GA, you can even short-term rent a copier while your other copier is being repaired.

Train Employees Properly

Part of your role as an office manager should be ensuring staff is properly trained on using the copier correctly. Review basic functions, troubleshooting tips, maintenance best practices, and proper care. This empowers employees and helps avoid preventable issues like paper misfeeds, power failures from overloaded outlets, and buildup on rollers. Protect your copier service investment through training.

With some diligence about maintenance, supplies, and service, your office copier can operate consistently. Having a responsive copier service gets operations running smoothly again when needed. If you need help maintaining your copier or repairing it when issues arise, our team can help. Call Click Copiers GA today to schedule a service, to learn more about our short-term copier rentals, or for more information about our industrial color copiers and printers.