Your office resources and equipment are vital for the smooth operation of your business. Every once in a while, however, key pieces of machinery are bound to get slower and eventually they will stop working completely. When this happens, many office tasks must get put on hold, which means reduced productivity, increased stress and unmet deadlines.
Ultimately, your business stands to lose revenue when equipment fails, which is why it’s so important that you avoid having this happen. The following are some tips for ensuring a longer life for your office equipment, and less costly downtime.
Only buy quality
While quality equipment may cost a lot upfront, it will last longer and end up saving you money over the long run. It’s important to keep this in mind next time you have to replace a key piece of equipment and you’re tempted by the generic cheaper brand over the expensive business-grade brand.
Keep everything clean
Preventing breakdowns is far easier (and cheaper) than replacing broken down equipment, especially when it comes to electronics. Dust is enemy number one. Every month or more, you should wipe down the surfaces of your equipment to reduce the amount that falls inside or that gets sucked in by a cooling fan. Every six months or so you should shut down and unplug each item so that you can open them up and give them a more thorough clean. You can also prevent excessive dust build-up by keeping equipment off the floor.
Train your staff
Even people who have just a little bit of an understanding of technical equipment can troubleshoot small problems. By simply giving your staff a quick course in using the equipment properly, you will not only ease the strain on the equipment but will also end up with a team of people who can fix and maintain small issues before they become big ones.
Invest in maintenance management software
If you have a lot of equipment that you rely on, it may be wise for you to invest in maintenance management software. This software helps maintenance workers and managers keep track of equipment by telling them when the equipment needs to be maintained. This is a great preventative measure that will not only make your equipment last longer, but will keep them running at their full capacity during their lifetime.
The software can also produce status reports that provide detailed summaries of the maintenance activities of each piece of equipment in the office. You’ll never miss a scheduled check-up again!
Outsource when necessary
When you have a big job to do that will require using up a lot of your own resources, consider outsourcing the task instead. For example, if you have a large printing job to do, you could always outsource the task to a professional printing company and save your own paper, ink and printers.
Taking care of your office supplies, tools and equipment really pays off. By putting effort into preventative maintenance and proper use, you can significantly extend the lifetime of the equipment and save time, money and hassle in the long run.