School’s Out! Printer Maintenance During Downtime

Prepare your printers for the upcoming school year by proactively ensuring they are in top-notch condition. This approach will not only reduce the chances of unexpected breakdowns but also save schools from costly repairs.

In this article, we’ll discuss:

1. The Importance of Printer Maintenance for Schools
2. Proactive DIY Printer Maintenance Tips
3. Streamlining Print Fleet Operations
4. Ensuring Smooth Printing for the Start of the School Year
5. Benefits of Managed Print Services

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The Importance of Printer Maintenance for Schools

Maintaining the printers (and copiers) in schools is crucial for ensuring smooth printing operations throughout the year. Regular maintenance helps prevent time-consuming breakdowns, allowing staff to focus on the school and students instead of disruptive printer repairs.

Printer maintenance also extends the lifespan of the devices, reducing the need for frequent replacements. This not only saves money but also reduces electronic waste, contributing to a more sustainable environment.

By prioritizing printer maintenance, schools can minimize downtime and ensure that teachers and students have access to reliable printing resources whenever they need them. 

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Proactive DIY Printer Maintenance Tips

While MPS providers offer valuable support, schools can also take proactive measures to maintain their printers and keep them in optimal condition.

Here’s five DIY maintenance tips to try:

1. Clean the printer regularly: Dust and debris can accumulate inside the printer, affecting its performance. Use a soft, lint-free cloth to clean the exterior and interior components, including the paper trays and rollers.
2. Replace ink or toner cartridges when needed: Keep track of the ink or toner levels and replace the cartridges before they run out. This prevents print quality issues and extends the life of the printer.
3. Use high-quality paper: Low-quality paper can cause paper jams and increase wear and tear on the printer. Invest in good quality paper that is suitable for your printer.
4. Keep the printer in a well-ventilated area: Printers generate heat during operation. Ensure that the printer is placed in a well-ventilated area to prevent overheating.
5. Update printer drivers and firmware: Regularly check for updates for your printer drivers and firmware. Installing the latest updates can improve performance and fix any known issues. 

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Streamlining Print Fleet Operations

Streamlining print fleet operations is essential for schools to optimize their printing resources and reduce costs.

Consider implementing these strategies designed to optimize your print fleet:

1. Implement print quotas: Set limits on the number of pages each user or department can print. This encourages responsible printing practices and reduces unnecessary waste.
2. Use print management software: Invest in print management software that allows you to monitor and control printing activities. This enables you to track usage, allocate costs and identify areas for improvement.
3. Encourage duplex printing: Enable duplex (double-sided) printing as the default setting. This reduces paper usage and saves costs in the long run.
4. Consolidate printers: Assess the printing needs of different departments and consider consolidating printers where possible. This reduces the number of devices to maintain and can lead to cost savings.

By streamlining print fleet operations, schools can achieve greater efficiency, reduce waste and allocate resources more effectively. 

Ensuring Smooth Printing for the Start of the School Year

As the new school year approaches, it is also essential to ensure that printers are ready to meet the demands of teachers and students.

Check out these four tips engineered to ensure smooth printing:

1. Schedule a maintenance check: Contact a MPS provider to conduct a thorough maintenance check before the start of the school year. This will help identify any issues and ensure that the printers are in optimal condition.
2. Test all printers: Print a test page on each printer to check for any print quality issues or operational problems. Address any issues promptly to avoid disruptions during the school year.
3. Stock up on supplies: Check the ink or toner levels and order replacements as necessary. Make sure you have an adequate supply of paper to avoid running out during the school year.
4. Communicate printer guidelines: Provide teachers and students with clear guidelines on printer usage, including responsible printing practices and how to report any printer-related issues.

By taking these proactive measures, schools can ensure that their printers are ready for the new school year, minimizing downtime and maximizing productivity.

Benefits of Managed Print Services

Managed Print Services (MPS) providers offer valuable assistance to schools in sourcing and maintaining their print fleet. These professionals can conduct a needs assessment to identify the specific requirements of the school and recommend the most suitable printing solutions.

MPS providers also help schools streamline their print fleet operations by implementing efficient print management strategies. They can analyze printing patterns, identify areas of improvement and suggest ways to optimize the printing environment.

By enlisting the help of an MPS provider, schools can reduce printing costs, improve productivity and enhance security. MPS providers can also proactively monitor the print fleet, ensuring that any issues are promptly addressed to minimize downtime.

If changes to a school’s print fleet are needed, summer vacation is a great time to upgrade both hardware and software. These updates will optimize performance and make sure that your print fleet is ready for the start of the school year. 

PRO TIP: Canon’s Cloud Connector, an easy-to-use, cloud-based application that extends the functionality of imageRUNNER ADVANCE DX, imagePRESS Lite and supported imagePRESS models, has expanded its connection offering. Cloud Connector is now available for Google Drive, allowing users the option to easily scan to and print from, Google Drive with minimal steps for setup and use.

Need a fresh, outside perspective on your school’s print fleet? Contact the Gordon Flesch Company and request your free print fleet assessment, today!