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The Daily Grind features blogs that concentrate on issues affecting offices across the country. The goal is to enlighten, amuse, and interact with our followers.
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Tuesday, January 15, 2013

10 Simple Ways to Prevent Office Equipment Breakdowns


Is one of your New Year’s resolutions to find ways to save money? Avoiding or preventing corrective maintenance repair calls on electronic equipment will save you hundreds, if not thousands, of dollars every year. Depending on the number of employees in your organization, this might be easier said than done. For that reason, I recommend forwarding this list to all employees; and since people love lists, there is a good chance everyone will follow these 10 simple ways to prevent office equipment breakdowns.

  1. Make sure there is adequate ventilation around the office equipment to keep it from overheating, which can cause paper jams, poor quality prints, and reduce the equipment’s useful life.
  2. On a similar note, avoid using space heaters near the equipment since they too can cause overheating or melt any plastic on the office equipment.
  3. Frequently wipe down surfaces of the office equipment to eliminate dust and dirt from getting inside. Equipment attracts dust like a magnet and the fans used to keep the equipment from overheating constantly suck in dust, pollen, lint, and dirt particles, which can build up over time.
  4. Do not place cords or cables under rugs or floor coverings because they can become frayed or damaged.
  5. Never pull plugs out of outlets by the cord because the cord can become frayed or damaged.
  6. Don’t overstretch the cord because they contain small, delicate wires that can fray or break when stretched; use an extension cord where needed.
  7. Only use extension cords or power strips with three-pronged plugs to ensure grounding during electrical surges and to prevent overloading the electrical outlets.
  8. Keep food and drinks away from ALL office equipment. Food particles could get lodged and cause moving parts to jam or you could risk severe electrical shock from a liquid spill.
  9. Immediately consult the owner’s manual or contact your IT Department when there is a paper jam or unknown error. There are correct and incorrect ways to fix paper jams; if it’s done incorrectly, the equipment may be damaged and require corrective maintenance.
  10. Ask your IT Department or the Original Equipment Manufacturer (OEM) to schedule regular training classes for new users to help avoid the misuse of office equipment.


Over the years, Remi’s Service Center has received hundreds of corrective maintenance service calls to clear paper jams that end up costing the organizations hundreds of dollars. Don’t needlessly throw money away, and remind your employees to use common sense when dealing with the electronic office equipment. If anyone is unsure of how to proceed when a problem arises, make contacting your IT Department as easy as possible.

If you have additional ways to prevent office equipment breakdowns, please feel free to leave a comment. Don’t forget to share this blog with your employees or coworkers too!