How to Maintain Office Equipment

Technology is an essential investment for any company. Understanding how to take care of that technology is the best way to protect that investment. Learn how to maintain office equipment, and you’ll get the years of service you need from the technology you lease or purchase.

How to Maintain Office Equipment

Every office relies on technology to get the job done. Whether working with a fleet of cutting-edge tablet computers or your trusty office copier, keeping that equipment in working order is essential to your business’s bottom line. Broken and unusable equipment can cost work days, hours of employee frustration, and stress on your office equipment budget. Avoid the hassle by making a plan for how to maintain office equipment in your place of business.

Be Thoughtful About Where Machines Are Placed

You can’t always control where office equipment is located. Sometimes an employee’s desk or proximity to an outlet is the determining factor. However, if you can keep your machines out of direct sunlight and away from vents and other hardware that causes temperature fluctuations, you can avoid some wear and tear to your technology. It’s also a good idea to keep important office equipment out of break rooms or other environments where they’re likely to encounter food or beverages.

Clean Your Machines Regularly and Follow the Instructions Provided

One of the biggest sources of damage to office equipment is also the one you’re the least likely to notice. Dust can hurt sensitive equipment by clogging exhaust fans and causing other kinds of wear and tear. Be sure machines are cleaned regularly, following any instructions outlined in your equipment manual. Using recommended cleaning supplies and techniques is essential to avoid accidentally damaging the devices. If you aren’t sure how to clean your equipment, contact the manufacturer or managed technology company you have leased them through for their advice.

Follow Inspection and Maintenance Schedules

As a part of the care instructions for your equipment, manufacturers will often include recommendations on how often the equipment should be inspected or given regular maintenance. If you’re managing the office equipment, following this schedule as closely as possible is in your best interest. Not only will it help you catch minor issues before they become larger ones, but it will also ensure you’re caring for the equipment in a way that does not violate your warranty. If you are working with a managed IT company, they may be able to offer support with this step, so be sure to check!

When in Doubt, Ask the Experts

Let’s be honest: Your full-time job is probably not managing office equipment. If taking care of the copier is just one of the many hats you wear in the office, you can make your life easier by getting help from the experts. Office technology experts like CPI Technologies can help you make a plan to care for your equipment and provide you with vital support when equipment needs to be fixed or replaced. If you aren’t sure how you could benefit from our support, give us a call. You might be surprised at how much we can help!

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Now that you know how to maintain office equipment, consider upgrading your current technology setup. Give us a call today!

Since 1963, CPI Technologies has been offering IT services and office technologies custom-designed to meet the specific needs of our customers. Our services include Managed IT, Managed Print Services (MPS), Electronic Document Management (EDM), data backup, network security, VoIP phone systems, and more. We also offer top-of-the-line office equipment, including copiers, printers, scanners, fax machines, shredders, folders, collators, and all-in-ones. Let us show you how we can increase your office’s efficiency and productivity. To get started, please request a quote or give us a call at 800-337-2679.