You’ve done your research, compared models, read reviews, and finally found the perfect business copier for your office. Excitedly, you set it up, and everything seems perfect – until, suddenly, the copier starts malfunctioning. There’s a giant smudge on the report that needs to be in your partners’ hands in 10 minutes. A critical document got stuck halfway through the copier, right before an important presentation. The result: a ream of printouts with pages misaligned, smudged, and ruining your carefully prepared marketing materials.
There are just so many things that can go wrong with a copier and they always seem to do so when you can least afford it. But these problems are nothing that countless business owners haven’t faced before. This means that with a little knowledge and preparation, you can overcome them with confidence. This guide takes care of the knowledge part.
The Most Common Business Copier Issues and How to Fix Them
Here are the most common ways your business copier might test your patience – and how to head them off before they throw you off track.
No. 1 – Paper Jams
Picture this – you go to copy a document only to have the printout come out all wrinkled and bent. That is if it comes out at all. Whenever there are issues with paper itself, there’s usually a single culprit – paper jams, the classic nemesis of every copier user at some point.
Paper jams can happen for many different reasons – loading the paper incorrectly, using damaged paper, overfilling the paper tray, and the list could go on. Even foreign objects like paper clips can get stuck inside your business copier and jam it.
To fix the problem instantly, you’ll need to manually remove the paper and reload it. However, to prevent this issue altogether – or at least do your best – you should:
- Use the correct paper for your copier
- Insert the paper properly, aligning it and avoiding overfilling
- Invest in high-quality consumables
- Regularly clean the copier’s feed rollers
- Store paper in a dry and cool place
No. 2 – Image Quality Issues
It doesn’t matter whether you’re copying your materials in black and white or full color – you want them to come out crisp, clear, and professional. That’s why it can be so frustrating to be met with blurry images, streaky prints, and incorrect color reproduction. If your copy comes out less than perfect, you’re dealing with image quality issues. And these issues can also be caused by a few issues, which can be easily identified and resolved.
Here’s a checklist of the potential causes, all of which have straightforward solutions that you might be able to glean from the problem itself.
- Dirt or smudges on the scanner glass or mirror
- Small pieces of debris stuck inside the copier
- Problems with internal parts like the fuser
- Ink build-up on printheads or rollers
- Low toner levels
- Low-quality paper that spreads toner too much
No. 3 – Connectivity Issues
A modern business copier lets you print from virtually anywhere – your computer, smartphone, or even the cloud. However, as convenient as these various connectivity options are, they also introduce a whole new set of challenges. Your business copier might not easily connect to your network and display seemingly endless offline error messages.
By now, you already know there’s more than one cause for these issues, but the good news is that they’re all network-related. So, it’s time to play detective: check everything along the path – the router, the drivers, the Wi-Fi signal, and everything in between.
No. 4 – Software Problems
If your business copier starts acting rather bizarrely, it might be experiencing some software problems. This is usually the case when the machine doesn’t respond to commands, slows down, crashes, or displays one error message after the other.
To fix these issues, you don’t have to break out the toolbox. Instead, you should focus on the software – ensure drivers are up to date, check for system compatibility, and clear any corrupted files and print cues. A little attention to the digital side should get things running again.
No. 5 – Maintenance Issues
It doesn’t take much to keep your business copier in tip-top shape. So, if you don’t, the machine will let you know it. It will usually display error alerts, give audible notice of problems, or simply refuse to copy your files properly. You can usually fix these issues by checking – and replacing – consumables and performing some basic maintenance tasks. These include:
- Replacing toner or ink cartridges
- Readjusting paper trays
- Cleaning the rollers and the glass
- Running diagnostic tests
Business Copier Issues: When to Call for Help
Many of the business copier issues can be solved relatively easily – you pull out the jammed paper, insert a new toner cartridge, or re-enter your Wi-Fi password. However, if none of the “easy” fixes work, you might be dealing with a more complex issue – an issue that requires professional assistance.
If this is the case, you should check your service agreement and start making some calls. A professional will also help you determine whether your business copier can, in fact, be fixed or whether it needs a replacement.
How to Avoid Copier Issues in General
Let’s face it – even small business copier issues can cause big problems for your business, including the infamous downtime. That’s why your copier to-do list should look like this:
- No. 1 – Choose the right copier for your business.
- No. 2 – Build a copier-friendly culture.
The second step includes training all your employees on how to use the copier, establishing clear procedures for reporting issues and implementing a regular cleaning and upkeep schedule. This is the only way to ensure your business copier keeps running smoothly instead of wasting your time, energy, and effort.
Keeping Your Copier in Check
A huge part of keeping your business copier in check is choosing the right provider. This way, you’ll get a high-quality machine and have someone reliable to call if anything goes wrong. If your business is located in Tulsa, JD Young Technologies can be the dependable partner you’re looking for. Get in touch with us today to ensure your business copier is always well-maintained.