Healthier Copier, Happier Business
A dirty, damaged, or neglected machine cannot function properly and wastes more supplies. Proper maintenance reduces service calls, extends equipment lifespan, and prevents unnecessary disruptions.
In short, proper maintenance = a healthy machine, and a healthy machine = less downtime and less operating costs. See our tips below to keep your copier (and office) running efficiently.
1 | Keep it clean
Routine cleaning is one of the simplest and most effective housekeeping tips.
Lightly wipe the printer or copier’s exterior, bypass and exit trays, and document feeder. Periodically clean paper drawers to prevent dust buildup. Clean the glass with standard glass cleaner (never directly - spray a cloth, then wipe the machine). Ban food and drinks from the equipment area to prevent accidental spills and internal damage.
2 | Minimize damage
Preventing physical damage avoids the need for costly repair calls or part replacements.
Keep sharp objects (such as paper clips and staples) away from the glass surface to prevent scratches. Avoid putting heavy objects on top of the machine. Always follow prompts when clearing a paper jam and carefully look for the source. Do not use objects to remove jammed paper, and always remove slowly to avoid tearing (and the need to call in a technician).
3 | Use the right consumables
Using the correct supplies protects your investment and reduces long-term maintenance costs.
Recycled and lower-quality paper give off more dust, increasing internal wear. Toners vary in viscosity and quality, and incorrect toner can and does lead to costly repairs and print issues. If you order your own supplies, be sure to check with Modus to confirm the recommended cartridges for your specific device model and beware of counterfeit products.
4 | Load paper correctly
Improper paper loading is one of the leading causes of service calls.
Fan paper prior to loading to make sure no sheets are stuck together, and check that stacks are evenly aligned. Do not overload the trays, and note that thicker paper means fewer sheets per tray. Store paper in a clean and dry location, and never insert damp, crinkled, curled, or reused paper into the copier.
5 | Warm it up and be patient
When idle for a few days, the copier goes into sleep mode. Once started again, it initiates a calibration cycle to ensure optimal print quality. Repeatedly pressing “copy” will not speed up the process. Allow the machine time to warm up and consider running a test page when it’s been idle for an extended period.
6 | Choose the right machine for your print volume
Select the right copier for your office or department based on print volume and requirements, not just price. An overworked copier will have more frequent breakdowns, increased service needs, and a shortened lifespan.
Right-sizing your equipment is the key to reducing copier downtime and maximizing your ROI. If you’re unsure, Modus can help you asses your print environment and determine your needs.
7 | Request training
Proper staff training reduces user errors, unnecessary waste, and avoidable damage.
Make sure staff members understand how to use key features and workflows to make the most out of your investment. Modus offers training to ensure your equipment is being used correctly and to its fullest potential. Request training through support@modussolutionsllc.com.
8 | Know when to check with IT
Sometimes, slow and stubborn machines are due to network connection problems rather than hardware issues.
For example, if you can make a copy but cannot complete a print job from your computer, the issue is typically network-related. Scan-to-email problems are also often tied to IT configurations rather than copier hardware. Understanding this distinction can save time and unnecessary technician visits.
9 | Know when to call Modus
If your copier has a problem that you can’t fix or identify, it’s best to seek a professional specialized in copier repair (i.e., Modus).
Relying on untrained internal staff who aren’t familiar with the inner workings of complex equipment can lead to further damage. A qualified Modus technician can diagnose issues more quickly to keep your business running smoothly.
Your office equipment is a key part of your daily workflow, and it deserves the right care. With the right maintenance habits and the right managed print services partner, you can improve productivity and reduce operating costs.
Learn why clients throughout Maryland, the DMV, and nationwide trust Modus to help them print better – request a quote or contact us today.