Just like your car, office technology needs regular maintenance to ensure longevity and smooth operation. But unlike your car, office technology doesn’t always come with a clear maintenance plan—there’s no quick trip to the mechanic for a tune-up. So, how do you keep your office equipment running smoothly? Can you rely on someone else to take care of it, or are there simple steps you can take yourself to extend its life and avoid costly downtime?
We sat down with our IT experts to get the inside scoop on best practices to help you maintain your office technology. Here are their top six recommendations.
1. Regular Software Updates
When the software update sign pops up on your devices, don’t just dismiss it. While it may seem like a hassle, skipping them can lead to bigger problems. Updates don’t just introduce new features but also patch security vulnerabilities and improve your device’s overall performance. If you help manage multiple devices at your workplace, schedule regular updates for your office’s computers, printers, and other devices. You can even set automatic updates during off-hours to avoid interrupting your workday.
Pro tip: For larger offices, use centralized management tools like Windows Update for Business to deploy updates company-wide without needing to go device by device.
2. Backup Your Data Regularly
Know that a good backup strategy is critical for any business. Whether it’s client data or project files, you don’t want to risk losing important information. Set up automated backups to cloud storage solutions or external hard drives to ensure your data is safe. If your office deals with large amounts of data, consider a hybrid backup system that stores files both locally and in the cloud for an extra layer of protection.
3. Delete Files You No Longer Need
Cluttered hard drives can slow down your devices and make it harder to stay organized. Make a habit of periodically going through your files and deleting anything you no longer need. This will free up storage space and also reduce the risk of holding onto outdated or sensitive information. To stay on top of it, schedule periodic reminders, like every quarter, for a file cleanup session. This simple habit will help keep your digital workspace organized and running efficiently. You can also take advantage of cloud storage to offload large files you don’t need on your local devices but still want to keep.
4. Clean Your Hardware
It’s easy to forget that physical maintenance is just as important as software care. Dust buildup can cause your devices to overheat, and dirty screens or keyboards can hinder productivity. Schedule regular cleanings of your office technology to prolong lifespan and improve performance. This includes printers and computer equipment. A simple can of compressed air and a microfiber cloth can go a long way in preventing breakdowns.
5. Periodic Reboots
Have you ever heard your IT team member say, “Try turning it off and on again? That’s because sometimes, a simple reboot can resolve a lot of issues. Restarting your devices periodically helps refresh the system, clear temporary files, and prevent memory from being overloaded. It’s a quick and easy way to avoid potential system slowdowns or glitches.
6. Run Periodic Virus Scans
Even with strong cybersecurity measures in place, it’s crucial to run periodic virus scans to catch any malware or threats that might slip through the cracks. Antivirus software can help identify and remove harmful files before they cause serious damage. Try setting your antivirus software to automatically perform regular scans after business hours to avoid interrupting workflow.
Incorporate these tips as best practices in your workspace to help keep your office technology running smoothly and efficiently. And if you need more in-depth support or custom solutions, the team at AD Solutions is always here to help. Contact us for a consultation today!
