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Four Tips for Maintaining Your Business Printer

Unfortunately, your business’ workspace will need to be cleaned regularly to prevent dust affecting the efficiency of your machines and therefore, productivity of your staff. However, you may not have realised that your printer will need to be maintained properly in order to prevent the machine from becoming damaged or faulty.

In this article, we’ve shared four tips to show you how to maintain a printer, along with the techniques you can use to limit the chances of experiencing down-time with the machine:

Clean regularly

One of the simplest ways to maintain your business printer is to clean it regularly. Use a lint-free cloth to wipe down the external parts of your machine to make sure that dust isn’t being collected.

Over time, a build-up of dust can cause your printer to be ineffective. This is because dust can cause the ink cartridges within the machine to clog, so cleaning a printer should form a key part of your maintenance routine.

You should be cautious about cleaning the inside of the machine yourself. Often, a qualified engineer will be able to clean the internal parts of the printer and if you attempt to dissemble the machine by yourself in order to clean it, you run the risk of voiding your manufacturer’s warranty.


Image Credit: istockphoto.com / zoranm (Custard Online Marketing Ltd)

Update software

You should also update the software that your printer is running as part of your maintenance routine. When your manufacturer releases a software update, you should install it on your printer and PC as soon as possible to make the set-up more efficient.

If you’re not updating your printer software regularly, you also run the risk of experiencing a slower output which can hinder your business’ production.

Printer security

The security of your printer can be affected if you’re not using up-to-date software. In addition, if the network software updates recommended by your manufacturer aren’t made, you risk the chance of your sensitive documents falling into the wrong hands.

There is a huge range of HP printers which have been named as “the world’s most secure printers”. The manufacturer offers tight security through a series of regular software updates, so it’s essential to get your printer is always kept updated with software released by the manufacturer.

Use genuine consumables

When it comes to repurchasing consumables for your printer, you may find that certain ink cartridges run more efficiently than others. This is why you should only use genuine printer consumables within your machine that are made by the same manufacturer.

Third-party inks and toner cartridges can cause errors with the machine, such as clogged ink and a lower standard of printing, and can also void your warranty. For this reason, you should only use genuine cartridges when considering good printer maintenance.


Image Credit: istockphoto.com / KathyDewar (Custard Online Marketing Ltd)

Turn off when not in use

Turning appliances off when they’re not being used can make a dramatic impact on your business’ energy consumption. Switching off your printer when you’re out of the office can also help with maintaining the high standard of your machine.

When the printer is turned on at the mains, heat is still being generated within the printer which can cause ink cartridges to clog. Turning the printer off completely can help to solve this and some machines have a built-in ‘sleep mode’ to prevent this from occurring.

As you can see, maintaining a printer doesn’t necessarily have to be a long task. Simply taking a few minutes each week to clean your printer can make a huge difference and limit the chances of your business being negatively impacted.

To discuss your options with a printing expert, contact our team today. We’ve helped hundreds of businesses to maintain their printer effectively and we’re confident that we can help you, too.

Featured Image Credit: istockphoto.com / AndreyPopov (Custard Online Marketing Ltd)

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