When your office equipment is in good working order, it’s easy to overlook it. When your printer, scanner, fax machine, and copier are all in good working order, it’s almost as if they don’t exist—you just print and go. Nothing, however, is more disruptive than a broken down multifunction printer—at it’s this point that everyone notices those machines working quietly in the corner.

Ironically, noticing your devices while they’re working can help you avoid that breakdown. In other words, regular maintenance, upkeep, cleaning, and repairs can help you avoid costly and inconvenient downtime.

How to Keep Your Office Equipment in Good Condition

When it comes to office equipment maintenance, there are some dos and don’ts. Some business professionals inadvertently shorten the useful lifespan of their devices by incorrectly repairing or cleaning them. If you want to maximise the uptime of your device, here’s what you should do—and what you should avoid.

Do This

• Clean your machine on a regular basis, paying special attention to any dusty or grimy areas. You can find specific cleaning instructions in your device’s manual.
• Maintain your machine on a regular basis and repair any broken parts as soon as possible.
• Keep your multifunction printer away from walls and cubicle dividers so it can “breathe”—these machines generate heat and require proper ventilation.

Don’t Do This

• Abrasive cleaners should be avoided, and special care should be taken when cleaning the glass of a flatbed scanner. Never clean the glass of a flatbed scanner with paper towels or toilet paper.
• Don’t ignore any indications that your printer requires maintenance. Unknown error messages, constant paper jams, and other issues are all signs that your machine needs to be serviced.