16 October, 2017
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Hand with microfiber cloth carefully wiping laptop screen from dust. Screen shining. Regular clean up.

10 Things To Consider When Maintaining Your Office Hardware

Properly maintaining the computers and other hardware in your office not only ensures the longevity of the equipment but it is also an organisation’s responsibility to ensure that work equipment is fit for purpose and safe to use.

At Swift Office Cleaning Services, we understand that it is imperative to keep your office equipment clean and hygienic – and it is our job to know how to best do so, however, there are other factors to take into consideration in order to appropriately maintain the computers, printers, speakers, scanners, projectors, cameras, paper shredders and any other machines you keep in the office.

Here are 10 things to consider when maintaining your office hardware:

  1. Always consult the manufacturer guidelines for each item to ascertain care tips, information on recommended frequency of maintenance, as well as, safety guidance for handling the hardware. Where required, ensure that the user has the relevant knowledge or training to effectively and safely handle the equipment. Liaise with your Facilities Manager or professional office cleaner to carry out maintenance.
  2. It is advisable for Office Managers to create a log of the makes, models and serial numbers of all office equipment in case it is needed for repairs or insurance in emergencies.
  3. All electrical hardware should be kept in a dry environment, away from heat sources and moisture. Unfortunately, it is also recommended that you avoid keeping your hot drinks near the computer too!
  4. Keeping computers, printers, scanners and other equipment clean helps to prevent the spread of viruses throughout the office and therefore, minimise absenteeism due to illness. Bacteria builds up in the crevices in keyboards and computer mice and it will find its way into all moving parts of equipment. This bacteria can then be very quickly spread throughout the office from surface to surface, dispersing flu, gastroenteritis and other harmful viruses. For more information about where bacteria hides in your office read our guide on ‘How clean is your office’.
  5. Dust and bacteria will find its way into the ventilation holes of computers and printers, potentially causing the machines to overheat. An accumulation of dust can also affect the functionality of the machine. It is advisable to contact office cleaning experts to clean the equipment safely and to a professional standard. An effective way a cleaning professional will remove the unwanted dust from the vents is to use compressed air canisters to safely force the debris from hard-to-reach areas. Brushes can also be used to clean out paper trays and other areas susceptible to build-ups.
  6. Computer monitors and screens can fall foul to grease and dust damage. Lint-free cloths should be used to prevent scratching or alcohol-free wipes designed especially for screens. At Swift Office Cleaning Services, we provide specialist office equipment cleaning alongside our professional daily office cleaning. Speak to us about our anti-static protection treatments.
  7. Investing in high-quality paper and ink cartridges for use in the office printers and scanners could potentially save you money in the future. Generally, you get what you pay for and cheaper papers have a habit of shedding fine shavings into the mechanisms, rapidly deteriorating their efficiency. It is also worth checking manufacturer specifications for paper weight and size and never over-fill the paper trays which leads to paper jams.
  8. The data cables and power supplies for office hardware can accumulate to the point where it is an eyesore in the office, as well as, a health and safety hazard. Cords should be separated, organised and maintained in specialist cable housing or simply even restricted with cable ties or reusable Velcro ties. All equipment should be plugged into a surge protector power sockets too to prevent fatal damage and data loss from power spikes.
  9. The Provision and Use of Work Equipment Regulation (PUWER) is a set of guidelines that every Office Manager should be aware of. This government health and safety framework outlines the necessity for office hardware to be ‘safe for use, maintained in a safe condition and inspected to ensure it is correctly installed and does not subsequently deteriorate’.
  10. In accordance with PUWER, a risk assessment must be carried out for all office machinery and Office Managers may also find it helpful to create a maintenance checklist to ensure that all hardware is being kept to the manufacturer’s recommendations, that it is being cleaned and maintained frequently enough and that any updates or maintenance is being carried out by knowledgeable or trained users.

If you are looking for a professional, reliable cleaning company for your business in London, Essex or Hertfordshire, Swift Office Cleaning Services offers a range of excellent value services including specialist office equipment cleaning.

Get in touch with our expert team to talk through your requirements today. Call on London: 0203 1741 723 or Essex: 01279 413 641 for a no obligation and FREE quotation.


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By Katie Holtby, Sales Manager

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