Do you ever feel like your office copier only gives you problems when you’re on a deadline or in a hurry to print something? It might seem like you’re always the one having to deal with a broken office copier or unsure of the problems that keep showing up.
If it makes you feel any better, many people in your shoes continually try to troubleshoot copy machine problems, and most of the time, they don't have much luck. One of the most frustrating things about a copy machine is that sometimes, the difficulties that appear are out of your control. Sometimes, things happen!
In fact, we had one of our customers name their previous copier (manufacturer purposely withheld) “Bob Marley” (after the famous Reggae singer). When asked why they said…”Cuz it always be jammin’!”
Aside from any troubleshooting problems that occur, have you ever thought that your office copier isn’t a good fit for your office and employees in general?
Before we can analyze the specific issues with your office copier, it’s essential to first assess your current printing needs and the type of work your business sends to the copier each day.
Speaking of specific issues your business might be having with your office technology, take a look at an article published by Forbes, Can The Right Office Equipment Improve Our Legal Culture?
Below are a few questions we’ve come up with that help evaluate the current use of your office copier:
- How many documents do you print, scan, copy, and fax each week?
- Are your documents shared internally, externally, or both?
- Do you have confidential documents that only certain employees in your office can see? (Such as patient or legal information)
- Does it take you a long time to scan a report or a group of documents?
- Have you noticed your copier is lacking functions that you think will make your copying jobs easier?
If you’re unsure how to answer some of these questions, you’ve certainly come to the right place. We’ve got your back!
It might also be a good time to consider a print assessment if you’ve been having some copier issues you can’t seem to resolve. Or, if you’re interested in cutting back on some of your printing or copying expenses.
Everyday Struggles Of An Office Copier
1. Too High Print Volumes
As we mentioned earlier, it’s necessary to learn the printing volume of your office to accurately assess which office copier is the right fit for your business.
Many businesses fail to realize that the reason their office copier isn’t working correctly is not because of the copier itself, but because of high printing volumes.
If your business only has a couple of small office copy machines but prints an excess amount of documents every day, you’re probably overworking the machines. Printing over the average amount of certain copier limits causes it to become tired. This might sound funny, but think of your office copier as a human. When we feel overworked, we tend to make mistakes.
The more overworked your copy machine is, the more issues you’ll see, such as faded graphics or text, poor picture quality, wrinkled pages, paper jams, or a delay in printing speed. If your small business has recently increased the number of pages it prints or copies, it might be time to upgrade your copier. Remember, your office technology has to grow and evolve with your business.
2. Lack of Functions or Add-Ons
Because your office copier is a multifunction printer (MFP), you might notice that it has certain features you need for your specific office duties.
Just as a recap, an MFP is electronic hardware designed to copy, scan, print, or fax black and white or color paper. MFPs typically use laser printing technology, which involves a drum and toner, but some devices may use inkjet technology.
Some MFPs have built-in staplers, so as documents are printing, they can also be assembled, taking away manual labor from you.
However, when discussing additional functions or add-ons you might be missing from your office copier, it’s essential to return to the questions we asked at the beginning of this article.
What type of work does your business do, and what kinds of content do your employees produce? What extra features do you feel your office copier is lacking that you think would make your copying jobs easier?
3. Shortage of Supplies or Resources
Toner varies in its viscosity and quality. If you use the wrong toner or ink cartridges for your copier, you can cause severe damage that will require costly repairs, and even worse, you could potentially void your warranty.
However, what happens if your office copier repair company has poor customer service, is not always accessible, or you can’t even get the supplies you need on time?
This is why finding the best office copier repair company for your business is so important. Read about it here: Who Provides The Best Copier or Printer Repair Service?
Also, here’s a tip that we often tell our customers: if you find a bottle lying around that still looks like it has toner inside, don’t try to top off another bottle you may have.
Toner bottles are designed to release their contents only when placed in a printer or copier for a reason. Checking with your copy machine services team to ensure you are ordering the correct supplies is imperative, as well as making sure everyone in your office uses the right product for the right job.
Final Say: Common Office Copier Problems
Business technology is evolving quicker each day, and it’s our job to keep up, so your business can perform at its best and reach the goals you’ve set in place. The more educated you are about your office technology, the better your business will perform and operate.
At AIS, we’re not just a business technology company trying to sell you on our products and services. Our top goal is to educate you and provide you with the best possible information regarding the needs of your business, employees, and customers. Business technology is evolving quicker each day, and it’s our job to keep up, so your business can perform at its best and reach the goals you’ve set in place. If you’d like to learn more about office copiers or any of the products or services we offer, reach out to one of our business technology consultants here.
