Every piece of equipment and machinery will break down at some point, and if you want to avoid a hefty service fee for a simple fix, you’ll have to figure out how to make it work again.
Regardless of the size of your business, you probably have several key pieces of equipment you can’t work without, like your laptop or desktop computer, a printer, a router, a copy machine, and maybe even a fax machine.
Here are some troubleshooting tips that can help you the next time you encounter a problem.
Table of Contents
1. Understand the common problems
It almost sounds too simple to say you need to understand the most common potential problems that arise with the equipment you own, but this knowledge can make a huge difference. For example, knowing why printers jam periodically can help you identify the source of the problem fast. You can check the paper tray to make sure the paper is the right size and not overloaded, and then you can check the paperfeed rollers to see if they’re clean. Once you clear the issue, you’ll know you can avoid preventable jams in the future by cleaning the rollers once a month.
Another example of how understanding common issues helps is if you happen to own the transformer for your building. Knowing why dry type transformers overheat can help you make the right decision to either fix or replace it. For example, transformers might overheat when they run a higher load than what they are rated to handle. Another cause could be poor insulation that can’t take the heat.
Once you understand what can go wrong and why, you can troubleshoot faster and make better financial decisions regarding repairs and replacements.
2. Unplug it for at least 30 seconds
The most frustrating thing you’ll ever experience when troubleshooting a piece of equipment is going in circles until you unplug it long enough to cycle the power and it magically works. Never underestimate the power of power cycling because sometimes that’s all you need.
Before you dive into complicated troubleshooting tactics and YouTube videos, cycle the power a couple of times just to be sure. It makes sense to start with the simplest method first because if it works, you won’t have to waste any more of your time.
3. Have a troubleshooting checklist on hand
Having a troubleshooting manual with a checklist for every piece of equipment in your office is always a good idea. You’ll probably need to create this yourself, but it’s worth the time because it will ensure your employees always go through the proper protocol to troubleshoot issues. You don’t want them calling a service rep each time something small happens if it can be fixed with a little knowledge.
For every piece of equipment you have, create a simple guide for troubleshooting common issues and list the action steps in order. For example, if you have an HVAC system, your first troubleshooting steps would be to check the air filter and then reset the breakers. Dirty air filters can make your unit less efficient, and you might just need a new filter. If a breaker has tripped, you’ll be able to flip it back on immediately.
4. Check all cables and connections
Another simple task that fixes more problems than you might realize is checking cords, cables, and any other connections that go to and from the equipment giving you trouble. For example, a loose Ethernet cable can kill your internet connection and your local network. Likewise, damaged cables can disrupt your network access.
If you’re having problems with a copy machine, check the power cord because it might have come slightly unplugged, or it could be squashed unnaturally against the wall. When you physically check all cables, you’re more likely to discover damaged cables that have been chewed by rodents or that have started to fray from normal wear.
Can’t fix it? Call in a pro
If the basics don’t get your equipment up and running, call a technician. Ask questions when they come out to make sure you understand what happened and how to prevent it from happening again. If it’s something you can potentially fix, ask them to show you what to do.
For example, network troubleshooting can be complicated, but it’s not impossible to solve some common issues on your own.
Even though it’s their job to fix things, many techs are generous with their time and knowledge and don’t mind walking customers through some basic fixes. If you don’t want to fix issues yourself, you can always get managed IT services, and you’ll be in good hands.
