In the vast majority of small businesses, schools, community centres and libraries, the photocopier and printer are amongst the most mechanically complex pieces of equipment they are likely to use.
Because of this, as well as how much they are used on a daily basis, it is essential to buy the right machine for your business and its particular needs, as an unreliable printer or photocopier can cause a significant loss of productivity even in companies that minimise their paper use.
To understand why, we have collected the most common causes of printer breakdowns, errors and general server connectivity issues, as well as what you should do to fix them as easily as possible.
Poor Maintenance
There is an unfortunate irony that in many cases, the parts of our business we rely on the most are the ones that receive the least maintenance, typically because businesses often do not have the time to unplug critical systems that are still actively being used.
However, it is perhaps even more important to regularly keep your printer up to date with repairs and maintenance than computer equipment, in no small part because there are a lot more moving parts that can break, clog or become misaligned.
Issues caused by poor maintenance can be subtle, such as paper jams increasing because of dust on the pickup rollers or the sensors, or issues with print quality that are the result of an unseen scratch or blemish on the print drum.
As well as this, a lack of maintenance alongside overuse can cause breakdowns to arise out of nowhere. As is true with other pieces of equipment and people in general, if you do not take the time to stop, something else will stop it for you.
Finally, a lack of maintenance can cut the lifespan of your photocopier in half before it stops becoming economically viable to repair.
Outdated Machinery
On the subject of obsolescence, photocopiers tend to be updated far less often than other bits of office equipment. Whereas computers are typically updated every three to five years on a rolling basis, photocopiers are typically used for over a decade.
Whilst this is not always a bad idea, by the end of the operating life of the machine, it often becomes quite clear that the machine is creating a bottleneck that is stifling productivity and may no longer be suitable for purpose.
More advanced photocopiers tend to print more quickly, partly because of more advanced technology but also because of a lack of wear and tear, with the difference sometimes measured in minutes.
They also often have more advanced features such as automatic staple placement, scanning to email alongside a printed document and easier job monitoring compared to older systems.
Beyond this, relying on older machines can have more fundamental problems when it comes to keeping the print server running efficiently.
As new computers are used, they can sometimes become incompatible with older printers due to obsolete drivers and networking systems, relying on rather complex and expensive workarounds.
Finally, the older a photocopier gets, the more expensive it becomes to repair, due to the discontinuation of parts production. This means that the older machine can sometimes be more expensive to fix and take longer to repair than it would cost to replace it with something new.
Networking Issues
From almost the very start of digital printing, offices have relied on networked printers and print servers to function, but as with any other network connection, issues with the server and with the printer itself can lead to disruptions in printing and a loss of productivity.
The most common of these, something that was a historically common issue, was the effects of network congestion on printing; the more people want to use the network, the longer it will take for each individual job to complete.
As well as this, connection issues can sometimes render a printer unusable. This is particularly frustrating in an age of hotdesking, where many people will regularly move desks or offices and have an expectation that they can use any printer they are authorised to use anywhere.
Finally, and more critically, security becomes an increasing issue with older devices, as a printer that is hacked could expose sensitive data and files stored within it.
User Error
Finally, older printers can be more frustrating to use, and a combination of training and easy-to-find guides on how to use them is essential to avoid common errors that can waste time, waste toner and waste productivity.
These can include a misunderstanding of settings such as paper type, size, duplex printing or finishing options, as well as understanding how to diagnose issues and alerts on the machine itself without relying on IT.