- Train Your End Users
Everyone who accesses the features of the printer and uses it to perform their printing tasks should be thoroughly trained on how to operate the equipment properly, including remote users. This includes basic functions such as properly turning it off and on as well as how to load paper and toner or ink. Additionally, this training should expose end users to the many features of any multifunction devices in your office. Your end users will only effectively use the features they are familiar with, such as copying and printing and may not take full advantage of the additional productivity functions the machine has. Training handouts should be given to all users, as well as placed near the device.
User error is one of the most common reasons printers require maintenance or service. Training your users should eliminate most of these occurrences, but you may also find value in posting basic reminders near the machines, especially if the same actions keep reoccurring. For example: Remove all staples prior to inserting papers for copying.
Some of the trickiest tasks include cleaning and calibrating the device. Yes, it would be ideal for all end users to know how to do things like this; but, it’s impractical. If you work with a print provider and have access to a help desk, your solution is to make sure your end users know how to use this valuable resource. A quality help desk is a phone call away and they have the ability to help your users identify any issues and talk them through an effective troubleshooting process.
- Assign a Key Operator
Designate one person to perform the advanced operator functions of your quality equipment. This person can serve as an on-site go-to person before contacting your help desk or service technician. They should be trained in all aspects of the printer, beginning with its initial installation. Choose someone who is a little tech savvy who will be able to troubleshoot as well as explain the advanced functions. These functions may be user controlled, because they may affect the functionality of everyone’s printing jobs. An effective Key Operator will be able to perform all functions related to the printing equipment and efficiently assist end users through them as well.
- Use Quality Paper/Media
Quality printing can only be produced with the proper materials. The use of inexpensive low quality paper can create paper jams and poor quality. We recommend only using the media or paper that is recommended by the manufacturer or your print provider, to ensure your quality printing equipment will create better copies and last longer. Also, we recommend using the ink or toner that has been recommended by the manufacturer and print provider, to prevent low quality print output.
Low quality paper and supplies, especially those that are incompatible with your equipment, can cause stress on your machines, decreasing their lifespan.
- Operate in a Clean Environment
Keep your printer in a low traffic area to avoid dust buildup and sticky fingers. These can have a negative effect on print quality, making pages appear speckled, fingerprinted or dirty. Here are some tips to keep your printer environment clean: