Within any given office, equipment forms a considerable chunk of the overall budget. It is important to properly take care of this equipment so that needless repairs and replacements do not become necessary. Consider the following 4 ways to manage and maintain common office equipment in order to streamline your operations.
Establish a Regular Maintenance Schedule
There are some things that needs to be done on a regular basis in order to keep office equipment functioning properly. Work to keep all copiers on site on a routine maintenance schedule. If you do not have someone in house qualified to do this, consider contracting it out. This will help keep each piece of equipment in good shape for the long term, extending out the amount of time before a new item will need to be purchased.
Keep Computers Updated and Virus Free
If you neglect your computers, they will eventually freeze up on you and cause your productivity to suffer. In addition, computers are prone to viruses, so you need to ensure that all systems in your facility are kept up to date and that virus scans are routinely run to keep them performing in top shape. You do not need to run out and buy a new system every time the latest model comes out. Just work to keep your software updated and you will find that most computers will perform just fine for quite some years before a new one must be purchased.
Create a Centralized Printer Station
Printers are certainly a necessity in most offices today, but they can also be a drain on your expense account. Rather than having one printer assigned to every work station, some companies, like West Coast Office Equipment, know that you should consider investing in a few high power machines that are connected to a central network. This will give the team the functionality it needs to print as needed, while keep everything streamlined and much easier to manage for the long run.
Designate and Delegate Duties to All Team Members
If you do no delegate certain tasks to every individual on the team, important tasks will go unhandled. In addition to each individual being responsible for his over her own assigned equipment, consider assigning various maintenance roles to be completed on a regular basis. This will help ensure that nothing gets overlooked.
Following these 4 tips will help you effective manage and maintain control over your common office equipment. Safeguard your investment and take care to preserve the integrity of each item. This will not only save you money in the long run, but will minimize downtime and increase productivity at the same time.