5 Simple Ways to Get More From Your Office Photocopier

Most businesses don’t get the full value from their office photocopiers or multifunction printers. With a few small changes to how you use and maintain your devices, you can unlock better performance, lower costs and longer machine life.

Here are five simple, practical ways to improve your setup and get more from your office photocopier as part of a smarter print management solution.

1. Keep Your Photocopier Clean

Dust, toner residue and paper debris can all lead to:

• Paper feeding issues

• Streaks or marks on prints

• Reduced scanning quality

Building basic cleaning into your print management routine helps keep everything running smoothly. Simple steps include:

• Wiping the glass platen and document feeder regularly

• Gently cleaning paper trays and feed rollers as recommended

• Keeping the surrounding area free from dust and clutter

A clean device produces more reliable, professional-looking prints and reduces the risk of avoidable service calls.

2. Use the Right Paper and Genuine Supplies

Using low-quality paper or non-genuine toner might seem like a saving, but it can cost more in the long run.

The wrong supplies can cause:

• Frequent paper jams

• Excessive toner dust and residue inside the machine

• Poor print quality and inconsistent colour

• Long-term damage to internal components

As part of a well-managed print management solution, your provider will:

• Recommend the correct paper types and weights for your device

• Supply genuine or approved toner and parts

• Help you standardise consumables across your business

This improves reliability, extends the life of your photocopier and maintains consistent, high-quality output.

3. Schedule Regular Servicing and Preventative Maintenance

Waiting until something breaks is usually the most expensive way to run any office equipment.

• Planned servicing as part of a managed print service helps to:

• Replace worn parts before they fail

• Keep firmware and software up to date

• Identify developing issues early

• Reduce unexpected breakdowns and callouts

Routine maintenance:

• Extends the lifespan of your multifunction printer or photocopier

• Keeps performance and print quality consistent

• Minimises downtime and disruption for your team

A local print management partner like Copiserv can build this proactive servicing into your contract so it just happens in the background.

4. Train Your Team to Use Devices Properly

Many common photocopier problems are caused by simple user errors rather than hardware faults.

A short session on photocopier best practice can:

• Reduce paper jams (e.g. correct loading, removing staples, choosing the right tray)

• Improve efficiency (using features like scan-to-email, double-sided printing, secure print)

• Cut down on unnecessary service calls

Good user training is an essential part of an effective print management solution. It ensures your staff:

• Know how to choose the right settings

• Understand basic troubleshooting steps

• Use the device’s full range of time-saving features

This turns your photocopier from “just a printer” into a powerful tool for improving everyday workflows.

5. Don’t Ignore Small Issues or Error Messages

Small issues rarely fix themselves. Strange noises, recurring paper jams or repeated error messages are early warning signs that something needs attention.

Dealing with problems early:

• Prevents minor faults becoming major breakdowns

• Reduces the risk of costly component damage

• Keeps your office photocopier running at peak performance

With a managed print management service, you can:

• Log issues quickly with a local support team

• Benefit from remote diagnostics where possible

• Get fast on-site engineer support when needed

Treating your photocopier as a critical business tool, rather than “just another machine”, pays off in reliability and reduced downtime.

Final Thought: Get More From Your Photocopier With the Right Support

A photocopier or multifunction device is a valuable business asset when it’s looked after properly and integrated into a thought-out print management strategy.

With the right care and support, you can:

• Improve reliability – fewer breakdowns and smoother day-to-day use

• Reduce downtime – faster fixes and proactive maintenance

• Get better performance – higher quality output and smarter document workflows

• Control print costs – more efficient use of toner, paper and energy

At Copiserv, we don’t just supply photocopiers. We provide managed print solutions that help businesses across Wakefield and West Yorkshire get the very best from their office devices—through the right equipment, regular servicing, user training and responsive local support.