Extended+response1-Bianca

Explain the importance of routine maintenance of office equipment to ensure the smooth running of a business enterprise

Office equipment should be well maintained, to do this a routine maintenance should be conducted on daily, weekly or monthly basis in order to ensure the smooth running of a business enterprise. This consist's of checking the level of consumables for example paper, toner and light bulbs and clearing any paper jams on the printer. By succesfully doing this the equipment is most likely to perform better and more efficiently therefore it allows the business to function properly without the hassel of buying new eqipment due to the lack of care towards the equipment.

However routine maintenance can present itself as only having postive attributes, although this is not the case. It not only consists of postive but also negative consequences in ensuring that the business runs smoothly. There are a few factors that lead to the negativity of routine maintenance, this includes time consuming as performing a routine maintenance on certain equipment may take up a large amount of time which can lead to having less time to complete their required task in the business enterprise. Due to the fact that it is time consuming it may lead to higher stress levels, as most employees have to complete tasks that is required by the employer, due to this they may see the routine maintence as just ' build up' of work which can cause stress on the employees in being required to perform these tasks.

Routine maintaince can clearly reduce the amount of equipment faults. You would have to check the equimpment reguarly for example, for printer & photocopiers it is required to For faxes, the same has to be made to ensure that everything runs smoothlyIthis includes of : By doing this for each equipment that is used in the enterprise, although may be in a different format depending on the equipment, it allows the business to function smootly. As previsouly said it may have some disadvantageous impacts to it, ( time consumnent, higher stress levels) although it allows for the equipment to last longer and produce better quality, for example if the glass on a photocopier was not cleaned the end result would not be of great quality as people's fingerprint or dirt may be visible on the paper. Or by not checking the paper on a fax machine, a message may not be sent as there wasnt paper for it to print. By checking all of this, the business will improve money wise and proficency wise.
 * Check/add paper
 * Make sure there is enough ink
 * Replace toner carefully
 * Clean the glass.
 * Cleaning the scaning glass
 * Check Ink
 * Check Toner
 * Check Paper

In many business enterprises a business program is prepared to ensuere the equipment is in working order. Employees usually have a check list of procedures that has to followed so that equipment is working well. Which again requires the person to check the tonner, cleaning, paper, & checking consumable stock levels. It also usually contains the contact details of the supplier and service center, which is if the person needs extra assistance. An example is an office may need help in what ink they must buy for there printer therfore may call the e.g. HP service.

It is an employees responsiblity to identify and report faults, most office equipment such as printer etc displays an error message, which makes it easier on the employee to recognise a fault, if the problem is small such as paper jam, then the person should remove it or ask someone near them. However not all faults are easy to solve so that is when reporting it to the person responsible for that specific equipment has to be made, or reporting it to the service company. If it has to be reported to the service center, then you are required to provide the following: This allows for the problem to be fixed, which therefore allows the business to run smoothly after the problem has been solved.
 * street address & location of your organisation - for large company: inc: floor level, department, entry point.
 * account details - the account with a service company (may)
 * the model number which is usually visible on the outside of the equipment or on the manual
 * description of fault - E.g. repeatedly jamming

Signs and instructions should be placed around the organisation, to alert --> if the equipment is seen as a hazard, and instructions so that the employees are using the equipment the correct way. Signs should be placed close to the hazard, so for example placed near a visible electricty current. Some do's and dont's to do when around equipment include do's dont's In conclusion, by conducting a routine maintainece and doing everything correctly the prodcuctivity of the enterprise will be enhanced.
 * clean equipment
 * read manual (if available) to make sure everything is done correctly
 * check consuambles
 * liquids around the equipment (drinks), or eat around the equipment
 * touch the toner without knowing what to do