Most small businesses don’t think much about their printers — until something goes wrong.
A paper jam before an important client meeting. Toner running out halfway through a batch of invoices. A multifunction printer refusing to scan when it’s needed most.
The reality is that reliable printing doesn’t happen by accident. A few simple habits throughout the year can help prevent downtime, reduce costs, and keep your business running smoothly.
Here’s the ultimate office printing checklist every small business should follow.
1. Keep an Eye on Toner and Consumables
One of the most common causes of printing disruption is also one of the easiest to avoid.
Waiting until toner is completely empty can bring productivity to a halt, especially during busy periods.
Make it part of your routine to:
- Check toner levels regularly
- Keep replacement cartridges on hand
- Monitor other consumables such as waste toner bottles and maintenance kits
- Order supplies before they become critical
A small amount of planning can prevent unnecessary downtime and last-minute panic.
2. Clean Your Devices Regularly
Printers work hard, and over time dust, paper fibres, and debris can build up inside the device.
This buildup can affect print quality, increase the risk of paper jams, and place additional strain on internal components.
Regular cleaning should include:
- Wiping down external surfaces
- Removing dust around vents and trays
- Checking paper paths for debris
- Keeping the surrounding workspace clean
A clean printer is often a more reliable printer.
3. Store Paper Properly
Many printing issues actually begin before paper ever enters the machine.
Paper that has absorbed moisture or become damaged during storage can cause frequent jams, poor print quality, and feed problems.
For best results:
- Store paper in a cool, dry environment
- Keep paper sealed until needed
- Avoid using curled or damaged sheets
- Use the correct paper type for each application
Something as simple as proper paper storage can significantly improve printer performance.
4. Test Scanning and Workflow Features
Modern multifunction printers do much more than print.
Many businesses rely on scan-to-email, scan-to-folder, and document workflow features every day. Unfortunately, these functions are often overlooked until they stop working.
Regularly test:
- Scan-to-email functionality
- Shared folder destinations
- Address books and user permissions
- Document feeders and scanning quality
Finding and fixing small issues early helps avoid bigger disruptions later.
5. Keep Software and Firmware Updated
Printers have become sophisticated network-connected devices.
Like computers and smartphones, they require regular updates to maintain performance, reliability, and security.
Firmware updates can provide:
- Improved device performance
- Bug fixes and stability improvements
- Enhanced security protections
- Compatibility with newer software and systems
Keeping devices up to date is one of the simplest ways to protect your investment.
6. Don’t Ignore Security
Printers are often connected directly to your business network, yet they can be one of the most overlooked devices when it comes to cybersecurity.
To improve printer security:
- Use strong administrator passwords
- Restrict access to authorised users
- Enable security features where available
- Keep firmware updated
- Review device settings regularly
Protecting sensitive documents should be part of every business’s security strategy.
7. Schedule Preventative Maintenance
The best time to fix a printer issue is before it happens.
Regular servicing helps identify worn components, performance issues, and potential failures before they cause costly downtime.
Benefits of preventative maintenance include:
- Improved reliability
- Longer equipment lifespan
- Better print quality
- Reduced repair costs
- Less business disruption
Preventative maintenance is almost always less expensive than emergency repairs.
8. Review Whether Your Equipment Still Meets Your Needs
Your business today may look very different from when you first purchased your printer.
As organisations grow, printing requirements often change.
Ask yourself:
- Are current devices keeping up with demand?
- Do employees regularly experience delays?
- Would a multifunction device improve workflows?
- Could managed print services reduce costs?
Technology should support your business growth — not hold it back.
How Status Pro Helps Small Businesses Stay Productive
Status Pro has been helping businesses across Mackay, the Whitsundays, and the Coalfields manage their printing needs for more than 30 years.
From multifunction printers and document management solutions to managed print services and ongoing maintenance, Status Pro provides practical solutions that help businesses improve productivity and reduce operational costs.
With a team of experienced technicians and a customer-focused approach, Status Pro helps ensure your office equipment continues performing at its best throughout the year.
Is Your Office Printing Setup Ready for the Year Ahead?
A reliable printing environment starts with the right equipment, proactive maintenance, and expert support.
If you’re experiencing frequent printer issues, rising print costs, or simply want to ensure your devices are operating efficiently, Status Pro can help.
📞 (07) 4953 1005
📧 sales@statuspro.net.au
📍 2/16 Transport Ave, Paget QLD 4740
🕐 Mon–Fri: 8:00am – 5:00pm
Learn More About Our Printing Solutions
Status Pro — Making printing easy! Dedicated to providing professional support for your office machines and printing needs, ensuring your business operates efficiently.