Worst-case Scenarios: When Office Equipment Malfunctions

When office equipment malfunctions, it not only leads to a loss of productivity and revenue, but also can cause a great deal of anger in everyone who needs to use the device. Printers are especially prone to breakdowns, which is why anyone who has worked in an office can relate to that scene in Office Space when the disgruntled employees finally take a baseball bat to their company’s constantly malfunctioning printer. In order to keep this from happening to your devices, you should search printer reviews to find a quality product and also try these troubleshooting tips to keep your equipment up and running.

Paper Jams and Feeding Problems:

Few sounds evoke more frustration than that dreaded crunching noise you hear as the printer begins to eat your needed documents. When a paper jam occurs, you should first turn off the device and then gently pull the problem page out in the direction of the paper flow, as pulling in the opposite direction can damage the printer.

Paper jams can occur for a variety of reasons, but often it’s the result of using the wrong kind of paper. Make sure that you use a brand that works well with your printer and is also suitable for the task (i.e. photo paper for printing photos). Printing media can also deteriorate over time, which is why replacing old paper can help reduce this problem.

Unsuitable paper may also cause misfeeds, though an older or poor-quality printer may have weak springs in the paper tray that make the device unable to feed properly. In this case, feeding larger stacks and making sure that the paper isn’t stuck together may fix the problem.

Misfeeds also occur when the paper feed roller has become too smooth from use. You can solve this problem sometimes with a sheet of emery paper to gently roughen it. In addition, a too-tight paper tray will also inhibit the feeder, which is why you should adjust the tray each time you use a different size.

Driver and Communication Problems:

While most printers come with CDs containing operating software, these discs are frequently out-of-date and may not have drivers that will work with your computer’s operating system. Sometimes, default operating system drivers will suffice, but most of the time you should visit your printer manufacturer’s website to find the latest version.

When trying to print a document, you may receive a page filled with gibberish. This stems from a miscommunication between the device and the computer and can sometimes be resolved by a system restart. Otherwise, you should check the cables to see if they are properly connected. If everything looks good, however, you might have to test your cables to see if one of them needs to be replaced.

Print Quality Problems:
While most poor images are a result of low toner or ink, there could also be a problem with the cartridges or printing heads. For laser printers, you should make sure that the printing density is set to the correct levels and that excess toner deposits are cleaned from the device. With inkjets, cleaning the print head with alcohol can remove buildup, and making sure that the print head ribbon is secure can help with these issues.

These maintenance tips will help reduce your need to call for repairs, but browsing printer reviews for a high quality device will help reduce troublesome breakdowns.

Brandi Tolleson is a prolific freelance writer who covers topics ranging from music and movies to technology and gadgets.