Copier Maintenance Tips to Keep Your Office Running Smoothly

Did you know that a whopping 27 days of downtime per year in UK facilities stem from maintenance‑related issues? That’s nearly a full month lost to neglected care, a stark reminder that office downtime isn’t just about IT gremlins.

Here at Mastercopy, with over 35 years of hands-on experience, we’ve seen how small maintenance wins can cut those prints jams and save serious cash. Let’s dive into how a bit of attention to your copier can make life a lot smoother.

Why Copier Maintenance Is More Important Than You Think

Gartner reports that IT downtime costs UK businesses around £4,000 per minute, so the same logic applies to copiers, keeping them in tip-top shape is vital.

Maintaining your equipment also helps reduce e‑waste, aligning with environmental goals, and prevents those high-stakes moments when a jam kills a big print run.

Easy Copier Maintenance Tips That Actually Work

Clean It Like You Mean It

Dust and grit are your copier’s nemesis. A weekly wipe-down with a microfiber cloth, especially around rollers and trays does wonders. Compressed air gets the hidden spots.

Book in Routine Check-Ups

Proactive servicing catches small issues before they explode into larger, costlier ones. It’s a lot cheaper than emergency breakdowns.

Use Decent Paper

Skip low-grade stock. Choose 80gsm, low-moisture paper and store it properly. One Manchester agency cut jams by 74% just by switching suppliers.

Get the Placement Right

Give your copier room to breathe, at least 10 cm around it, away from sun or heating vents. Consider anti-vibration pads for wobbly floors, and control humidity to avoid feed issues.

Toner Talk: What You Need to Know

Genuine toner might cost more, but it prevents damage and preserves print quality, plus it’s recyclable. Keep spare cartridges on hand and discard empties properly. The “shake trick” is fine once in a pinch, but not a long-term fix.

Fix Issues Before They Escalate

Paper jams? Always turn off the machine before removing paper. Make sure you’ve cleaned any residue afterward.
Error messages? They often indicate something fixable, like the E5‑32 fuser overheat warning, give it time to cool and restart.

Train Your Team (Yes, Really)

Trained staff discharge around 68% fewer user-caused breakdowns. Short demos, simple cheat‑sheets, and a ‘copier champion’ system go a long way.

Final Thoughts: Proactive Beats Reactive Every Time

A sprinkle of routine care, staff training, and expert help can save you downtime, hassle, and cash. Want us to review your copier setup? We’re happy to offer a free assessment and get your office humming.