When you think about costly mistakes in the office, printer issues aren’t the first thing that comes to mind. But what starts as minor inconveniences—a print driver error here, a paper jam there—can quickly snowball into:
- major productivity losses,
- wasted resources,
- security risks, and
- frustrated teams.
All that, combined with poor print quality, is a recipe for workplace headaches. Fortunately, most common printing mistakes are easily avoidable. With proper awareness and a few simple fixes, you can eliminate these problems before they impact your business.
Ready to take control of your office printing? Read on to discover the most common printer mistakes and how to avoid them!
Incorrect Print Driver Installation
When learning about common printer mistakes and how to avoid them, you rarely hear about how critical the right print driver is. Printer drivers allow your office printer and computer to communicate. Installing the wrong or outdated one puts you at risk of common printer problems like:
- Stuck or failed print jobs
- Incorrect formatting (wrong paper sizes, missing fonts)
- Features not working correctly (like double-sided printing or stapling)
- Poor print quality
- Frequent error or warning messages
These aren’t just inconvenient—they slow down entire departments, delay essential documents, and drag teams into troubleshooting mode. Left unchecked, your printer driver problem could be the mistake that grinds your business operations to a halt.
Avoid common printing mistakes by installing the latest drivers for your exact printer model and operating system—no shortcuts. Set up automatic updates whenever possible to keep your devices performing at their best.
Image Source: Shutterstock
Not Setting Default Print Preferences
Setting default preferences is one of the most overlooked printer mistakes for managers and team leads. The printing process might seem straightforward, but without the proper settings, it can lead to unnecessary waste, like using the wrong paper tray or printing in colour when black-and-white is fine.
Even if your whole team is printer-savvy, setting the right default print settings helps:
- Make printing easier
- Reduce errors (and costs)
- Prevent unnecessary printing problems
Take control of your office’s printing workflow to avoid common problems. Set smart default printer settings based on your team’s needs and habits.
🖨️Learn more: Why Printer Location Matters for Workplace Efficiency
Poor Network Configuration
When printers aren’t correctly connected to your office network, printing problems and solutions are inevitable. Whether you have a wired or wireless printer, connectivity issues can lead to:
- Stuck print queue
- Random disconnections
- Mobile/remote printing failures
- Security vulnerabilities
If you’re looking for common printer mistakes and how to avoid them, configure printers correctly from the start. Assign static IP addresses when possible, use the latest security protocols, and work with IT professionals to keep your devices running with your network, not against it.
Skipping Routine Maintenance
Skipping regular maintenance is like never changing the oil in your car—you might get away with it for a while, but problems will eventually catch up to you. Over time, it leads to jams, smudged prints, degraded image quality, and even hardware failure.
Parts like the print head, ink or toner cartridges, printer rollers, and internal fans need occasional cleaning and inspection to keep everything running properly. Stay ahead of common printer mistakes by scheduling regular check-ups for your printers. Focus on tasks like:
- Cleaning printer rollers and other key parts
- Checking for firmware updates
- Replacing low ink or toner levels early
Pro Tip: Want to make life easier? Leave the upkeep to a managed print service provider like Busys.ca. We’ll take care of maintenance, supply replacements, and keep everything stocked without you having to think twice.
Image Source: Canva
Running Out of Toner/Paper Unexpectedly
Few things disrupt office productivity faster than discovering your printer is out of toner or paper mid-print job. Some of the most common printer problems—missed deadlines, stalled workflows, frustrated teams—start with something as simple as low supplies.
Stay ahead by:
- Tracking toner and paper levels regularly
- Keeping backup stock on hand
- Setting automatic alerts if your printer supports them
Better yet, partner with a reliable managed print service provider like Busys.ca. We’ll help monitor your supply levels, deliver what you need before you run out, and even consolidate your print vendors to simplify ordering, cut costs, and keep your workflows running smoothly.
Unsecured Print Environments
When businesses secure their digital assets, printers are often overlooked. After all, who thinks of locking down the office printer? But unclaimed print jobs, unsecured access, and outdated firmware can all open the door to data breaches and compliance risks.
To avoid these common printing mistakes, be sure to:
- Use secure print release so documents aren’t left unattended
- Update printer firmware regularly to fix security issues
- Set up user authentication to control who can print
- Track printer activity to monitor unusual behaviour
Pro Tip: Get a print security audit from a reliable managed print services provider. Our specialists at Busys.ca will help assess your current printing infrastructure and recommend improvements tailored to your business needs and compliance requirements.
Using Outdated or Mismatched Hardware
Using the right hardware is paramount in avoiding common printer mistakes. Hanging onto old printers or buying mismatched devices from different brands is a recipe for compatibility issues.
Even using incompatible ink cartridges or paper types can lead to poor performance, inconsistent print quality, and unnecessary wear on your printer. These common printing mistakes can cause everything from frequent jams to costly repairs, disrupting your workflow and affecting productivity.
To avoid these problems, regularly assess your printing needs to ensure your hardware is up to the task. Our team of experts can help assess your printing needs and recommend scalable, consistent hardware solutions.
🖨️ Learn more: 8 Tips to Extend the Life of Your Office Printer
Get Ahead of Printer Problems With Busys.ca
While individual printer issues may seem minor, their cumulative impact is anything but. Understanding common printer mistakes and how to avoid them is the best way to prevent bigger problems from disrupting your operations, frustrating your teams, and driving up printing costs.
At Busys.ca, we help businesses like yours take control of their print environments. Whether you need to upgrade your hardware, secure your devices, or manage supplies and maintenance, we provide full-service print solutions tailored to your needs.
Our team of experts works closely with you to assess your current setup, identify hidden risks, and recommend smarter printing strategies that save time, cut costs, and boost productivity. Let’s make printing the easiest part of your workday—contact us today!
