A multifunction printer will immensely benefit your business. It will boost productivity, reduce operating costs, and streamline your workflow. And that’s just half of it. However, you’ll only experience these amazing benefits if you take care of your printer properly. At the end of the day, a multifunction printer is a machine like any other – it requires regular maintenance to function at its best. This guide will teach you the very best practices for vital printer maintenance.

The Importance of Multifunction Printer Maintenance

Imagine this scenario. It’s 9 a.m., and your team needs to print an important proposal for a client meeting starting in half an hour. However, the in-office multifunction printer suddenly jams. Your whole team gets on it, but nothing works. The printer is down, and there’s no more time to fix it. What should’ve been a quick, mundane task now turns into scrambling for excuses and last-minute solutions.

Chances are you wouldn’t be in this situation if the multifunction printer was maintained properly. After all, many of the reasons behind printer breakdowns can be traced back to poor maintenance. Poorly handled paper feed alone is responsible for around 25% of printer faults.

If you’re crafty enough, you can always find a solution for these stressful situations. But they aren’t the only reason your multifunction printer needs regular maintenance. In addition, if your printer keeps malfunctioning, all the repairs and replacements will substantially strain your budget. Before you know it, those costs will outweigh any savings you might’ve gained from having a multifunction printer in the first place. But remember – one of the primary reasons for investing in a multifunction printer is cutting costs.

How to Maintain a Multifunction Printer

A multifunction printer will help your business grow. Here’s what you should do for it in return.

No. 1 – Keep Your Printer Clean

Maintenance is most commonly first associated with cleanliness. A multifunction printer is no different. If you want this machine to remain in top shape, you should regularly clean its exterior. This includes the scanner glass and document feeder. While the exact process will depend on the manufacturer’s recommendation, it generally involves just a soft cloth and a mild cleaning solution. Nothing abrasive or harsh should go near your multifunction printer.

No. 2 – Keep an Eye on the Consumables

It’s easy to spot when your paper is running low. It’s also easy to fix this issue – just add more paper. However, the same can’t be said for the ink or toner levels in your multifunction printer. When cartridges run low, the printheads or imaging drums might not receive enough lubrication or cooling. This can, in turn, lead to poor print quality at best or printer damage at worst. You can avoid these unfortunate scenarios by regularly checking the consumables and replacing the necessary ones, of course.

No. 3 – Keep the Consumables in Top Shape

Running low on paper might not damage your printer. But poor-quality paper almost certainly will. The same applies to paper that isn’t stored properly. To avoid jams – and maintain print quality – you should use only clean and undamaged sheets. There should be no wrinkles, tears, or moisture. Many of these boxes can be checked by simply storing the paper in a cool, dry place. Also, you should always adjust paper guides to match the size of the paper and stick to the printer’s recommended paper types and weights. Of course, there’s also loading the paper properly – something each team member should master.

No. 4 – Use High-Quality Consumables

The paper isn’t the only high-quality consumable you should use. All printer-related supplies should be up to par. But what does “up to par” mean for your multifunction printer? The manufacturer’s manual should be able to answer this question. This guide will recommend supplies designed for your specific model. Following these guidelines will accomplish two things. One, your multifunction printer will continue to operate optimally. And two, your device’s warranty won’t be void. It’s a win-win scenario.

No. 5 – Monitor the Printer Status

More often than not, your multifunction printer will tell you exactly what’s wrong. You just need to pay attention. Monitoring the status of your printer can help you catch potential issues before they escalate. Any top-priority alert will typically be prominently displayed on the control panel. Depending on the model of the multifunction printer, you might even receive help solving the issue after tapping the specific alert.

No. 6 – Keep Up With the Software Updates

Not all printer maintenance tasks refer to the device’s physical parts. Some focus on the software that powers it. And let us tell you – these tasks are crucial. Regularly updating your printer’s firmware and drivers should be a top priority. These updates often include bug fixes, performance improvements, and security patches. They can even introduce new features and optimize print quality. In other words, these updates are Job One.

No. 7 – Manage Power Properly

If you want your multifunction printer to serve you well for a long time, you must pay attention to proper power management. This refers to switching the printer to a power-saving or sleep mode when it’s not in use. This simple action will save energy and reduce wear on the components. You should also avoid leaving the printer on continuously, especially if you own an inkjet model. Another important power aspect is where you plug in your multifunction printer. It should always be a grounded outlet and not a power strip, as this is the only way to ensure stable power.

No. 8 – Have Your Printer Regularly Serviced

Regular maintenance can go a long way toward keeping your in-office printer(s) in top shape. However, there’s only so much you can do on your own or with the help of your team members. Some tasks – like component replacement – call for professional help. Plus, getting your devices checked out by a pro will allow you to spot issues that you might’ve missed due to a lack of expertise.

Start Off on the Right Foot

A multifunction printer is often the missing piece for completely transforming an office. However, this is a two-way street – take care of your printer, and it will take care of your business needs. And this starts with choosing the right multifunction printer for your office. If you’re based in Mill Creek, Copiers Etcetera can help you with this task. Contact us today to get started.