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Print easy to mark laminated page size calendars and hang them off of your copiers, faxes and other large office equipment in order to track service calls and repair dates, using grease pencils. There are several reasons why you want to keep track of the work required for these machines. If you have new equipment that requires frequent maintenance, this may be the proof you need to demand a new replacement machine, especially if it is under warranty.
Many companies call their vendors without considering what other service might need to be done with that unit or others. No one keeps track of the time wasted on equipment that may need to be replaced. Record your repair times and frequencies, and tell the service guy to note briefly, what he did on the machine he just repaired again.
Here are a few ideas to get more done with fewer costly service calls.
- Copiers, printers and other office equipment: Before calling to arrange necessary service for a well-used copier, consider getting all your units serviced at the same location in your firm. Ask the vendor, before confirming his call, for a special price for checking, servicing and cleaning all your units while he or she is visiting your firm. Get this price first before scheduling the visit. Once the service is finished, request a sticker be applied to the outside of all the units indicating the name and telephone number of the service company to call, plus the entry of the last date of service. If they do not have this available, make your own service calendar, with each one listing the name and telephone number of the service company.
- Machinery repairs: If you have service on company equipment, in‑house or contractor provided, hang the machine’s calendar on the outside with the service representative’s office and cell phone numbers, so anyone knows how to contact help.
- Forklift repairs: This is a calendar that can accompany or hang off the forklift to tell maintenance when service is due and whether the unit might need to be turned in for a newer model. Your forklift drivers will tell you this without a calendar. The reason you do this is because no one remembers all of the repairs that are done and which should still be under warranty.
- Company vehicles: All autos and trucks owned by the company should have a calendar or service schedule kept in the glove compartment that indicates when service is due on the unit. This should be found with the registration, insurance coverage and any help numbers in case of an emergency. It is better to hire the service done outside and have the vehicles called in to get service reports done on time.
