A printing operation that runs smoothly promotes an efficient document workflow in the office. However, no printer is fail-safe and in these high-pressure, non-stop work environments, sometimes challenges do crop up. If you don’t find a way to streamline them, things can only get more complicated from there. Printing inconveniences that aren’t quickly solved can lead to downtime and put a strain on your staff’s productivity. 

If you are looking to get the most from your printer, there are key areas that can be streamlined for efficiency. But before we dive into them…

Start with the small things first

There are a number of basic checks you can perform to ensure that your printer always serves you well. By now, these checks should be practiced as part of your regular printer care. 

• Check that the printer switched on
• Check that the input tray contains paper
• Check that all required cables are connected 
• Check that wireless connections are working properly
• Check the status of ink and toners

How to streamline printing jobs

Next, take the below steps into consideration to eliminate unnecessary printing-related headaches.

• Improve your print speed
• Minimise the risk of paper jams
• Set your printer up for mobile printing
• Perform regular maintenance
• Ensure that consumables are always available

Improve your print speed

An office printer should be reliable in its performance, which is why you shouldn’t have to tolerate a device that crawls like a snail during periods of high print demand. It’s possible that your device isn’t built for high print speeds. If that’s the case, it might be time to upgrade to an inkjet printer or laserjet printer that works faster.

The quality settings can make a huge difference to your print speed. Some printers slow down to allow for top quality printouts. Others print much faster but with reduced quality. Go into your printer settings, and disable any printer enhancements that you don’t need. Choosing a lower resolution for everyday documents and images will get you a quicker response from your printer but remember to switch back to high-quality when you need to produce professional printouts. Finally, updating or reinstalling printer drivers may also help to speed things up. 

Minimise the risk of paper jams

Few things are more frustrating than being in the middle of a print job when the printed material gets stuck in a printer and cannot eject. You surely want to avoid becoming a victim of paper jams at the most inopportune time. By developing responsible habits, you can prevent or reduce the chances of your printer malfunctioning.

• Only use high-quality paper specified for your type of printer 
• Don’t use damaged, creased, or dog-eared paper
• Don’t overload the paper tray
• Clean the printer rollers regularly

• READ MORE: Tight deadlines? Here are the printer features you need

Set up your printer for mobile printing

Integrating mobile-friendly printing into the office workflow is an opportunity that should not be ignored. Many printer manufacturers now offer apps that enable you to send print jobs from your mobile device to a wireless printer. In today’s on-the-go office environment, this can save employees a lot of time and effort. 

Network printers don’t require a PC workstation, giving employees the freedom to print from anywhere inside or outside the office. Having this kind of flexibility means no more waiting for a printer to become available, having to excuse oneself from a meeting to print something, or stopping by the office to print out client documents.

Perform regular maintenance

Beyond longevity, keeping your printer in tune and up to date with standard maintenance procedures will help run it smoothly. You can carry out several DIY checks to ensure that components are working properly. 

Your printer should be manually cleaned at regular intervals. Dirt, debris, and ink can accumulate inside the printing machine, which may cause print heads to clog or smear printed documents with ink droplets. When cleaning, make sure that you gently wipe the sides of the print heads, the capping station, and the wiper blade surrounds with a cleaning swab. 

Some printers perform automatic cleaning cycles. To enable this process, check that there’s enough ink in the printer. When maintenance is scheduled to take place overnight or when you’re away for an extended period, the machine must be powered off at the front but plugged into the primary power source at the back.

Be mindful about where you place your printer. Printers need to be kept away from direct sunlight and dusty areas, and stored on a level surface with plenty of space for ventilation. 

Printer parts such as wipers, rollers, and separation pads can wear out over time. Pay attention to the owner’s manual — it will specify which parts need to be replaced after many hours of operation.

Ensure that consumables are always available

Keep track of printer consumables every month. By doing this, you’ll know that you have all the essentials at your fingertips. Once you notice you’re running low on paper and printer cartridges, go to the shops immediately and restock these supplies. If you’re ordering online, keep the shipping dates in mind so that items can be delivered in time.

• READ MORE: Print marketing still has a place in a digital world

Key takeaway

Taking action in each area will give you the peace of mind that your printer will not let you down when it is in demand during any crucial moment. You will be amazed at how much more efficient your printer will run and you will have productive employees to prove it.