Top 5 Printer Maintenance Tips

Taking care and proper maintenance of your printer will help it to perform at its best and will keep it in good condition for many more years to come. Whether you own an inkjet or laser printer, we’ve put together our top five printer maintenance tips for you to follow. We hope you find them helpful:

 

  1. Clean your printer

It is essential to keep your printer as clean as possible. Wipe away any interior paper dust or debris on a regular basis.

  1. Replace Cartridges

You don’t need to replace the cartridge as soon as your printer indicates that it is low; however it is a good idea to plan on replacing it within a few weeks. A dry cartridge can lead to wear and tear on your printer head.

  1. Fold feed trays away

When you are not using the feed tray, be sure to fold it away, otherwise it can easily be knocked or broken by passers-by.

  1. Paper type

You should always use the type of paper recommended by the printer manufacturer. Using the wrong type can lead to problems such as paper jams or excessive toner usage, which will waste money and cause inconvenient problems.

  1. Standby Mode

Printers generate a lot of heat while they are switched on – This can dry up the cartridges or clog up the header. It is best to keep your printer in standby mode between printing or switched off when not in use.

Printing is Sustainable: The Current Trends That are Emerging

Whilst in the past it has been predicted that printing will become an extinct use within any business, the opposite has happened. If anything, printing is evolving to meet our ever-increasing needs.

Problematic issues with disposal of hardware and consumables have been addressed by the industry manufacturers to ensure that concern over waste disposal is minimised, along with the power used to operate the devices and using paper that is more environmentally friendly.

SO, Mode has reviewed what trends are emerging and how printing needn’t be unsustainable nor environmentally damaging.

  • New models: whether they are desktop, mobile, multifunctional devices, are now far more energy-efficient than they ever have been. They are faster and less costly to run. MFD’s (Multifunctional Devices), help businesses reduce waste through monitoring paper usage.
  • Packaging: toners are now being packaged in recyclable cardboard, plus manufacturers now have more measures in place to recycle the toners themselves!
  • Follow me printing systems: there are various names for this but more and more, these systems are being implemented in business to prevent unused print outs sitting on the photocopier. By using a card that releases the print job when the card is presented at the machine means paper, energy and ink is saved and this is helping businesses to curb their overall environmental impact.
  • Devices destruction at end of life: these processes have been dramatically modified and responsible destruction should be a consideration when choosing a supplier to work with.

Having an awareness of your environmental impact will naturally create trust in your customers, therefore it’s essential any business works with a print solutions company that can help you deliver this.

Print has been leading the way in sustainability for some time and as a business there is a whole host of processes that you can use to help your environmental impact:

Review your current business practices: review and measure what your impact is and work out how to solve your issues. Any responsible service provider should help you consider the levels of damage your current equipment causes to the environment and help you resolve these.

  • How much paper is wasted?
  • How old is your equipment?
  • How are your consumables disposed?
  • Do you have an MPS solutions already? Is it efficient?

Encourage recycling within your organisation: this should be reviewed across all your processes and a policy created and implemented. This should include:

  • Paper recycling
  • Consumables recycling

You should check with your service provider, the recycling processes they have in place to make this easier for you.

Consider a multifunctional device: By having a multifunctional device, it means you can copy, scan and print with one device, meaning you can eliminate multiple machines, ensuring less impact on the environment.

All businesses need to strive for greater environmental efficiencies and reducing their impact. There are always opportunities to contribute to this and really in the end but improving your processes and encouraging sustainable practises, there can only be benefits.

Talk to Mode today if you would like advice on any of the issues discussed in this article.

Common Printer Problems (and How to Fix Them)

Printers are the unsung heroes of today’s busy office environment and it’s often not until they hit a hurdle that we realise how much we rely on them.

Equipment that’s not performing properly can cause issues in more ways than one; firstly, in terms of the cost of repairs and secondly in terms of precious time.

Here, we’ve collated a selection of the most common problems affecting printers and how to fix them.

Poor quality prints

This is an annoying issue. Your printer works perfectly well, it’s just as fast as it ever was, but the prints are coming out blurred or with odd marks on them. You can’t use badly printed documents in a professional capacity so you need to get to the bottom of this problem…and here’s how to begin.

  • Print several sheets to see if the quality gradually improves; sometimes the issue will remedy itself.
  • Check the print driver in case you have the wrong paper or media selected; this is a surprisingly common issue.
  • Ensure that toner cartridges are fresh and intact.
  • If everything is as it should be but the quality isn’t improving, then it’s time to call in the professionals
Slow printing

This issue can be absolutely infuriating. You’re in a hurry to get something out to a client or to staff and the printer is in snail-mode. What do you do?

  • Check your settings. If you don’t need top quality print, then select draft standard for documents which are only going to be used within the office. If you’re going to be sharing the documents within a formal meeting or similar, then shift back to the higher quality mode.
  • Remember that double-sided printing will always take longer. Yes, it saves paper but if you’re in a hurry, then that may be a false economy.
Paper jams

Paper jams are another irritating issue and if you’re finding that they happen just too often, it might be time to have your printer serviced. But first, check out these trouble-shooting tips.

  • Check the path of the paper to see where the issue is. If your printer isn’t well-lit in its interior, then use a torch. Remove any paper you can see but do it gently so that you don’t tear it and risk tiny pieces of paper causing even more problems.
  • If you can’t see any paper which has jammed within the machine, take out the tray and reposition it.
  • Still not happy? Remove the entire paper stack, ensure it’s square and replace it.
  • Other tips to ensure paper jams don’t happen too often are to double-check the paper is the right paper for the printer and always store your paper supplies in a dry environment.

A great way to ensure your printers remain in good working order is to know that those people with access, understand the correct way in which to use the equipment. The only way to be sure of that is to provide good training and regular updates if software changes are on the cards.

Keep your printers dust free with regular maintenance and always use the right paper, ink and toner.

3 Signs Your Printers Need to be Updated

Printers are such an integral part of most businesses that many people forget just how important it is to ensure that they are in tip-top condition. They’re generally long-lasting enough to be taken for granted. We might not even notice the first signs that a printer is past it’s best and heading rapidly for its’ sell-by-date, but in today’s’ climate of paranoia around data protection, it will pay more than ever before for you to stay on top of things.

It’s probably unfair to say that the interest in data protection is a kind of paranoia…it’s not. It’s founded in the very real risks which every one of us are facing today thanks to increased incidents of data breaches.

Even on a small-scale, data breaches are a potentially expensive mistake to make…and on more than one level.

With new, hard-hitting legislation due to come into force across Europe at the end of May 2018, more and more businesses and organisations will need to ensure that they’re on-top of updating their printers.

So, take a look at these 3 unmistakable signs that your printer needs to be updated.

1: Regular breakdowns or glitches

Breakdowns cost time and money which most businesses can ill-afford. Throwing a spanner in the works, a broken printer can grind productivity to a halt and not only that but poorly maintained equipment is bad for morale.

Staff want to be able to complete tasks on time and when they need to be tackled. They don’t want to stand around complaining that things aren’t working as they should be.

If you find that your printer is breaking down more often than once a year, then it’s definitely time to review your options.

2: Your needs have changed

This one is something which can creep up on you. As your business evolves and your needs change, you discover more incidences where your printer simply doesn’t offer what you want it to.

It’s things like remote capabilities and speed which are most commonly complained about as lacking and let’s be honest, the ability to communicate with your printer remotely is fairly important in today’s’ high-speed world.

Your business needs what it needs in order to succeed so this is a fairly important issue for most businesses.

3: Out of date tech which opens your data up to leaks

It’s worryingly common even in larger organisations for technology to be years out of date which of course, puts sensitive data at risk.

Your printers need to be as tight as possible when it comes to security so that your business isn’t at risk. The new GDPR legislation coming into force May 25th, 2018 will mean much more serious consequences for businesses and organisations who don’t take responsibility for their clients’ sensitive information.

Staying up-to-date and ensuring that your business or organisation is well equipped and ready for all possibilities is vital, so watch out for these issues affecting your day-to-day productivity. Or even better, get there before they do!

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