Here at Legend, we’re all about all things copy machines, but as per the usual, there are almost always things that slip through the cracks that people don’t consider. As such, this week’s post isn’t so much a ‘here’s how to do this specific thing’ rather than being a ‘don’t forget’ piece. Here’s a smattering of things to remember when maintaining/managing/purchasing your next copy machine.
Training & Authorization
It’s likely that almost everyone at your company knows how to use a copy machine properly, but it’s always a good idea to have one or two people on staff who literally know almost everything there is to know about it. Most people only know enough to put the paper in the feeder and hit a green button. Having someone who can unplug paper jams, know who to reduce or enlarge, collate, use a duplex feature or a three hole punch is valuable. These experts should also know who to change the toner and what drawers to change paper out, etc.
They should also be the only ones authorized to order supplies and manage the overall maintenance contracts. Having one or two of these people on staff can help you save a lot of money and time as well as take another pesky ‘to do’ off your list.
Maintenance agreements to many just seem like another expense, but trust us when we say they’re worth the money. Pay a contractor independently to come in, and you get charged premium prices for parts and labor. With an agreement- those are mostly covered up front and in the event you do have an issue, it becomes considerably less expensive to fix your machine.
Managing networked copiers
Large-scale copiers are often connected to company computer networks and while they can save you a lot of time (and money), they do take some getting used to. Some folks may accidentally pick up your project or if you’re in a bigger company with more employees – it could be tied up for hours. If you do decide to network your copy machines, it’s probably smarter to network multiple, smaller copy machines rather than one bit one. Doing so helps you to manage traffic better and reduces overall wear and tear on the machines.
Copy machines are incredibly vulnerable to static electricity, so be sure you throw a rubber mat on the floor space where any copier will be placed. The last thing you want to have to deal with is a fried copy machine because you didn’t put something between the machine and the floor.