Most people have had a problem printing a document. Usually, the issue is a paper jam. But too often, the problem is something far more challenging to resolve. For businesses who own and operate their machines, that means a new help desk ticket. And, with the growing number of hybrid offices, the number of tickets to IT will only rise.
But some of the most common printing problems could be quickly resolved by partnering with a business specializing in office-grade printers, materials, and equipment. Here are three of the most common printing problems and how a Managed Print Services (MPS) provider can provide faster and more effective resolutions. Here are three of the most common printer problems:
1: Paper Jams
Paper Jams are a source of frustration for nearly every employee. They also aren’t very good for the printing equipment. Too much paper bunched up in the rollers causes added stress on joints and other parts that can reduce the longevity of the equipment over time. Many people may not know that improperly serviced machines and the wrong paper are two of the most common causes of chronic paper jams.
Most printers have multiple rollers that feed paper in and out of the machine. As this happens, there can be a build-up of ink and toner that clogs the system. The friction of the paper on the rollers as it passes through also wears down the material of these components. Between clogged joints and eroded surfaces, rollers become less effective at moving things through the system.
The best way to extend the life of those rollers is to use a higher-quality paper that offers less friction. But regular maintenance is still the best option to make sure printers are adequately cleaned of excess materials. Technicians can also monitor roller efficiency and replace worn rollers as needed. A reliable printing service provider will know which paper, toner, and ink are best for each machine
2: Incompatible technology
Incompatible Technology is another problem businesses are encountering more often. Outdated machines and software take this issue far beyond the standard driver update problem most employees experience. The trouble spawns from the need for businesses to save money and the general “set it and forget it” attitude most companies have toward their printers.
The standard office-grade printer is designed to last between two and five years. However, many offices will attempt to keep the same machine or machines for much longer. But devices purchased over seven years ago are going to be slower and more unreliable. Ink, toner, and parts will also be significantly more expensive, and print quality will suffer.
Beyond general functionality, older printers lack many of the features required for efficiency in today’s hybrid workforce. For example, digital document sharing, wireless connectivity, and pull-printing are largely missing from even the higher-end models.
Printer Security Issues
Security is another problem faced by older machines. Most manufacturers have a cut-off for how long they provide software updates. So, old printers become more vulnerable to potential security threats. In 2019 around sixty percent of businesses lost data through printer security breaches, averaging $400k in losses.
Print services providers such as MPS can help mitigate these issues by ensuring their partners have up-to-date equipment without the significant capital costs of directly owning one or more printers. These newer machines will be faster than older models and use cartridges, paper, and parts that are less expensive and more readily available. Most importantly, newer printers’ software, drivers, and built-in security will be within the support timeline to provide better protection for business information and networks.
3: Running Out Of Printer Ink
The printer is always running out of ink or toner. Low-quality ink and toner will run out faster. Why? Because they are often faulty, leaking their contents or delivering more than necessary with each print. It is frustrating and costly for the business to have to purchase new cartridges constantly. It is equally a pain for employees to be changing out ink and tone so often. Running out of ink or toner can directly affect the delivery and quality of a print, which is probably acceptable for internal documents but not something you want to be concerned about when printing for a customer.
Service Calls and Printer Break Downs
However, the most significant cost of low-quality materials is slower to reveal itself. All of that excess ink and toner has to go somewhere. Some of it usually ends up on employee hands, clothing, or desks. But that’s just the stuff that makes it out of the printer. The rest ends up on the rollers and building up around sensitive bits of the equipment. The result is a series of service calls and, eventually, a broken machine.
As experts in printing equipment and consumables, MPS have the knowledge required to ensure the cartridges they provide are not designed to run out fast in the interest of profit. Instead, the consumables they offer will be high-quality and fully compatible to ensure their products run smoothly, meet partner demands, and require minimal maintenance for peak operation.
In this hybridized office environment, keeping printers running smoothly is more important than ever. But the traditional solution of older or inexpensive equipment and consumables is costing businesses more time, effort, and energy than they might think. Partnering with a trusted print services company can help mitigate these issues while opening up new opportunities for features and security that help offices operate more smoothly into the future.