Maintenance tips to protect your office equipment

In this blog, we provide the best tips to maintain and protect your office equipment for optimal performance.

In South Africa, load shedding can have a detrimental impact on the functionality of workplace technology. If the power goes off while something is being used, it could be damaged or lose data. In addition, the increased wear and tear on the internal components of equipment due to repeated power outages might reduce its lifespan. Businesses in South Africa can protect themselves from the effects of load shedding by installing backup generators, uninterruptible power supply, or battery backup systems.


It is of equal importance to ensure that the machines that are utilised in the operation of your company, whether it be a factory or an office, are maintained in a healthy state. The prices of repairs and replacements will skyrocket if the equipment isn’t properly maintained. The following are a few pointers that can assist you in maintaining the optimal condition of your machines.

Set up your machines in the proper location.

Put office machinery in a cool, shaded area away from windows. Machines that produce printed or scanned material can lose efficiency when exposed directly to sunlight. The equipment should be installed in dry areas to prevent harm from spilled beverages.

Clean office equipment regularly

It’s important to keep the office machines clean so they can function properly. Clean the glass on the scanning area and the document feeder once a week to prevent dirt, dust, and smudges from causing ugly errors in your copies. A common glass cleaner can be used without issue; however, you should never directly spray the glass, since this could cause harm to the internal electronics. Clean instead by spraying a rag with the cleanser.

If you need guidance on how to clean your machine, the manual should be consulted. Be sure to clean the machinery using the proper supplies to avoid breaking anything.

Maintenance tips to protect your office equipment

Make sure to oil what needs to be oiled

Although it is common knowledge that machines function better when oiled, it is not always obvious how neglecting to oil certain areas of a machine’s mechanics can cause issues. Try to picture the friction that would occur between two metal surfaces if there were no lubricant present. They get hot as they scrape against each other. This can cause corrosion, which can wear away the metal’s protective coating and ruin the machinery. A lubricant’s ability to lessen friction and hence prevent erosion is crucial to preserving metal components.

Load the supplies properly

Repeated paper jams are not only inconvenient but can also cause permanent harm to the copier. In most cases, a simple matter of loading the paper correctly will prevent a jam from occurring. It’s better to take your time and make sure the stack of paper you’re placing in the tray is nice and perfectly spaced than to be in a rush and jam it in there or overload it.The top and bottom of the paper may also become stuck due to packaging glue. If you want to avoid a printer jam, you should fan the paper to make sure the sheets aren’t stuck together.

Follow the manual and take care when loading ink and toner. Sometimes, your copier can give you an error message when the waste toner tank is almost completely filled. Powder can get all over your prints and clog your equipment if you don’t empty it periodically. The waste ink tank is typically located in an easily accessible area of most printers. Just be careful when taking the waste cartridge out and emptying it so you don’t breathe in the powder or make a mess.

Maintenance tips to protect your office equipment

Stop kicking the equipment if they stutter

A common misconception is that hitting or kicking an appliance would make it function better. While this may be true on occasion, it is more likely that hammering on machinery would cause more damage than benefit. Office equipment will serve you well for a lot longer if you treat them with the care that you would give to fragile devices.


Check the equipment

It’s important to perform routine inspections of office machinery to catch and fix any small problems. Such issues may include faulty seals, missing screws, or other critical components. If problems are ignored for too long, they can snowball into far bigger ones.

Keep the manual at hand

Taking the time to read and understand the manufacturer’s instructions is essential for getting the most out of any piece of machinery or equipment, and it can save a person’s life in the event of an accident involving toxic chemicals, fire, or other dangers. These manuals typically provide in-depth information on how to care for each distinct piece of equipment.

Turn the equipment off

Make sure the equipment is turned off at the end of each workday and before leaving for the weekend. It still uses energy even when in “sleep” mode, which can significantly shorten its lifespan over the course of years. You can save money on electricity and prevent damage to your devices by turning them off.

Contact a representative online to learn more about our selection of shredders for sale. The Kobra paper shredder range is our most popular selection. Additionally, we provide SME financing options to help small and medium-sized businesses run more effectively. If you require shredder rentals or shredding services, we will be happy to offer you advice and a free estimate.