6 Ways To Optimize Office Equipment Lifespan

by Josh Biggs in Business on 1st September 2021

Your office equipment will make it easier for you to realize your goals and objectives. For this reason, it’s crucial to prolong their longevity. Additionally, many individuals may not realize this, but purchasing office machines is a huge investment. Thus, when you invest in business office machines, you want them to operate well for a long time. But you should understand that, without suitable care and maintenance, your equipment may need repairing and replacement sooner than you had planned. 

This article has all you need to know about office equipment and how to prolong its lifespan.  

What Is Office Equipment?

Office equipment can be described as tools and machines needed to perform and complete tasks in an office. As a manager, you should ensure that your workforce has the proper tools, supplies, and equipment at their disposal to submit satisfying tasks. 

Office equipment is categorized into the following:

  • Dictation machines: These make it easier for executives to draft letters, memos, and reports while doing other tasks, saving them time. The type of device chosen depends on budget, number of users, dictators, and frequency of use.
  • Printers: These facilitate the creation of hard copies from electronic docs and files. Thus the printer market has a huge variety and lets you choose the best fit for your business. Depending on the size and needs of your business you might have to choose either a multifunctional printer, a large format or a small compact printer. You can replace the copier, scanner and fax machine by selecting a multifunctional printer for small businesses as it will both save your space and cost less than buying all the above-mentioned pieces of equipment. However, if you own an advertising company large format printers are required for printing catchy billboards for your clients. When purchasing your printer, ensure the supplier has the managed print services policy. You might be wondering what is managed print services? They refer to services/programs offered by the supplier that control all the features of your business printing devices, such as faxes, copiers, scanners, etc. 
  • Lamination machines: The machine can be used to generate signage, create ID badges, and preserve photos.

What Are Ways To Prolong The Longevity Of Office Equipment?

Here are some ways to improve the lifespan of your office equipment:

  1. Position The Equipment Correctly

The position you’ll place your equipment will play an important role in determining its lifespan. For instance, placing your equipment near a direct line of heating sources isn’t advisable as it may lead to overheating, affecting the efficiency of your equipment. On the other hand, it’s also not recommendable to position your equipment near a cold wall or a window as the temperatures may cause problems with the mechanics. 

Instead, identify an area in your room that preserves room temperature and position your equipment there. If you have an office full of equipment, make an effort to install an air conditioning system.

  1. Check Regularly For Damages And Flaws

Some of the common damages you should look out for include loose screws, damaged seals, misplaced covers, jammed paper, etc. They may seem to be small issues, but they can lead to bigger damages in the future. 

It’s also important to check for any flaws before and after purchasing your equipment. The exercise will guarantee you a fully working machine and save you from experiencing bigger issues in the future, which might affect the normal operations in your office.

  1. Invest In Maintenance

When it comes to optimizing the lifespan of your equipment, avoid undercutting the maintenance costs. You should also avoid skipping regular maintenance practices. 

Another way to prolong the lifespan of your equipment is by assigning monitoring duties to your team. The team will keep a maintenance schedule and ensure that equipment maintenance is up to date. It’s important to ensure that your technicians are properly equipped with the necessary skills and resources to take care of your office tools and equipment. 

  1. Update Your System

If your office equipment is running on outdated software, it won’t be as efficient as it’s supposed to be. Constant system updates will have a positive impact on both the drivers and machine utilities. 

Some of the advantages of using an updated system include reduced costs, improved work quality, handling larger loads, and reduced chances of unauthorized access. 

  1. Clean Your Equipment Regularly

Even if you place your equipment in the cleanest part of your office, dust, dirt, and lint particles may end up accumulating over time. It’s crucial to wipe down surfaces and remove debris from your equipment. This will prevent dirt from getting inside your equipment, which might affect moving, electronic, or other sensitive parts of your equipment.

  1. Use The Correct Equipment For The Job

Apart from proper maintenance, using the correct equipment will play a crucial role in optimizing the lifespan of your office equipment. Using the correct tool to accomplish a task will avoid unnecessary wear and tear, which may increase your maintenance cost, lowering the profit margin. Additionally, using the right equipment will help you achieve your objectives in the best possible way. 

However, you should consult your suppliers and find out if you’re purchasing the best equipment for the job. If it’s possible, customize your purchases to meet your needs and expectations. 


It’s important to understand that taking care of your office equipment will go a long way not just to optimize its lifespan but also to:

  • Reduce the chances of breakdown and improve operational efficiency.
  • Improve peak performance.
  • Get the value of your hard-earned money.
  • Make sure your equipment maintains the best resale value possible.

Categories: Business