No matter how small or large your office may be, malfunctioning equipment can derail productivity and cause huge problems with meeting deadlines and carrying out the tasks that must be done. However, with a little planning and information sharing, any office manager can avoid these incidents by encouraging proper maintenance of all office equipment, as well as creating a system for reporting non-working machinery. Though these steps may sound small, they can have a huge impact on office productivity if they are done consistently throughout all departments. Not only that, but such a system can help reduce the costs that are spent on replacement equipment, saving the company a great deal in the long run.
All offices should have a designated point person who is tasked with managing all the technical support information and calls for each piece of equipment you use. For example, if your printer breaks down, knowing that you have the Canon printer technical support information on hand can help save you time in hunting down the information that you need. In your directory listing all the support phone numbers, also include the name of the model of equipment that you are using and any other identifying information that will make trouble shooting easier. This way, you call will be quick and yield the information that you need.
Making sure that all your equipment is properly maintained and used correctly can also help you keep it in good working order. In many offices, large problems will equipment arise when those who are using it fail to report small issues that have sprung up. These issues can range from paper jams to problems with the documents that they are producing. Though it may not seem like a huge issue at the time, these things can be indicative of a major problem in the making. By creating a system through which these problems may be reported and cataloged, you are more likely to nip them in the bud.
Buy good equipment from the get go. Sites like Office Supply Information have information on the quality of all different types of office equipment. By making the initial investment in great equipment, you will find that it breaks down less than it would otherwise.
Keeping your equipment in good working order is necessary to the proper functioning of any office. By making an effort to maintain your equipment to the best of your ability and deal with problems quickly as they occur, you as less likely to have to deal with large, disruptive breakdowns.