Maintenance of Office Technology

While most people have a wide array of high tech gear in their workplace, not many know that these have to be cleaned and maintained on a regular basis so that they can continue to operate as normal. After all, items like computers, printers and photocopiers need to be in top condition so that they can produce excellent results. So that your office technology remains optimised, here are a few tips which you can use to maintain them in the future.

Workplace Computers

You should conduct a general computer clean on a weekly basis. This will eliminate the build-up of dust and dirt, which could lead to overheating and unwanted shutdowns. Other malfunctions may also occur as a result. Here, you’ll need a compressed air spray to remove the dust from your computer without the use of water. These items can also be useful to get into those hard-to-reach places such as speaker holes, USB ports, and so on. Aim the can’s straw at whatever part needs to be cleaned and give it a couple of quick blasts to blow off any dust.


Every few months, you should then clean your computer in a more thorough manner. Disconnect the machine from the electrical socket and wait for fifteen minutes until it’s cooled down. You’ll need the following tools for this, more intensive clean:

  • A compressed air spray for general cleaning
  • Cotton buds for those out-of-reach places
  • A lint-free cloth to wipe without leaving fluff behind

You should also wear an anti-static wrist strap to prevent any unwanted electricity flowing from your body to the computer and damaging its internal parts.

Of course, your office computers will be more complicated than this, especially if you are renting one of the high tech serviced workplaces from Regus US. In this case, you can clean your other components with the following simple cleaning techniques:

  1. LCD monitors can be wiped with a dry cotton cloth. You can also use a mixture of isopropyl alcohol and water (1:1) for a more thorough clean. Make sure to dry the screen immediately afterwards though.
  2. Clean your computer mouse with a cotton bud or some sticky tape.
  3. Hold your keyboard upside down and shake it to remove any food or dust that has lodged itself between the keys.


Over time, your workplace printers will also show signs of slowing down. To prevent this, here are a few useful tricks that you can utilise in future for a well maintained printer:

  • Fan paper before slipping it into the printer draw to prevent jams
  • Keep small items such as paperclips and rubber bands away from this device
  • Leave a gap of 6 inches between the printer and the wall for ventilation
  • Wipe up ink spills on the toner or cartridge before inserting into the printer
  • Clean with a dry, cotton cloth and a few cotton buds for smaller parts
  • Use a lint-free cloth and denatured alcohol to clean the printing plate


These devices are similar to printers in most respects. The platen plate should be cleaned once a week with the appropriate spray while the exterior case can be wiped with a dry cloth. When it comes to cleaning the inside of a photocopier, always call a qualified serviceman. Attempting to do this with a compressed air sprayer can result in damage to the internal sensors and components. If the service light comes on, call the technician immediately as it is time to conduct some thorough cleaning in the right manner. Don’t wait too long either as the machine may stop working altogether and require some kind of repairs afterwards.

Author: Levi Lombard

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