Computers and Technology

Unexpected computer problems and off-site computer repairs jeopardize business productivity by creating unnecessary and often costly down time. Although it is impossible to completely prevent computer malfunctions, there are steps one can take to keep computer repair to a minimum. By performing regular preventative maintenance, such as the suggestions that follow, computers will not only experience longer life, they will also show faster performance, be more secure, and provide maximized hard drive space.

One of the most important and often overlooked computer maintenance tasks is cleaning. Computer overheating leads to premature wearing, but it is so easy to avoid. Keeping computers clear of dirt, dust and grime will ensure the cooling fans are optimally functioning and will prevent metallic component corrosion. Start by cleaning the outside of the computer. It's best to use a lint-free cloth to wipe down the computer case exterior and the blades of the cooling fan. In addition to cleaning the computer case, clean and clear the surrounding space. Make sure there is nothing blocking airflow to the cooling fans or vents. If the computer is stored in a built-in desk cubby, make sure the cabinet door is left open while the machine is in use. When possible, keep machines out of direct sunlight and away from other heat sources. Don't forget to also clean other computer components! Monitors, especially older ones, have vents that should be kept clear of dust. Many people eat or drink at their workspace, so cleaning the keyboard and mouse will cut down on purchasing replacement parts.

Cleaning computer interiors is a more delicate procedure. If you aren't comfortable cleaning it yourself, many IT companies that specialize in preventative maintenance will provide this service. Before attempting to clean the interior, make sure the computer is off and unplugged. It is important to ground yourself before accessing the interior as static can destroy electronics. Carefully removing a side panel on the computer case will give access to the interior where you can wipe out any dust and dirt that has made its way into the machine. I also recommend using a can of compressed air to gently remove dust that has gathered on components. If you have a computer that is exceptionally dirty, you might consider having it professionally cleaned.

There are a few more simple external steps you can take to safeguard office computers and important files. The first is to make a habit of turning off computer monitors when not in use. The screen will last much longer and you will be conserving power if you do so. The next, which may seem like a no-brainer, is to use surge protectors. Electrical fluctuations, especially caused by faulty wiring in older buildings, can mean instant death for any computer. Never plug computers directly into a wall outlet. As I have mentioned, it isn't possible to prevent malfunctions; components break, hard drives crash, and files get corrupted. In this case, best defense is really a good offense. Invest in backup drives or even cloud storage and either weekly or bi-weekly, backup important data. When possible, keep backup files off-site, This will safeguard your business documents if the unthinkable happens - a robbery, fire or natural disaster for example.

Now that we have covered physical maintenance, it is time to focus on preventative maintenance for a computer's hardware and software - the inner workings. If you are working with older machines, it might be beneficial to update or upgrade hardware. This can range from adding or changing hard drives to prevent hard drive failure or add more storage space to adding more RAM to create more memory and decrease lag. Upgrading hardware can be done on your own, but hiring a computer support technician to evaluate and update your systems is probably a more efficient option when managing an office with multiple machines.

To keep computers running optimally, make sure the operating system is up to date. These periodic updates may seem minor, but they often contain bug fixes that make your computer more stable, meaning they will be less likely to crash unexpectedly. Installing anti virus and malware software is another way to keep computers healthy. Malware and viruses can not only slow your computer, they also compromise security. There are plenty of free options available that can protect your system without compromising processing speed.

My final advice relates specifically to the hard drive. The hard drive is the brain of the computer, if it is not running optimally, computer performance will slow dramatically. If it dies, you could lose all your stored data (hope you saved a backup!). Windows machines offer three important (and FREE) tools to help keep your hard drive at peak performance: disk defragmenter, disk cleanup and check disk. Disk defragmenter rearranges files being stored on your hard drive so that they are more easily and efficiently accessible. This not only helps speed up the computer, it also frees disk space on the drive. Disk cleanup deletes temporary files that can slow down your system and use up hard drive space. These temporary files largely come from web browsing and should be deleted on a regular basis. Check disk checks the physical structure of the drive and helps restore it by repairing errors. These errors can be caused by a number of things, including program crashes or power fluctuations and outages. Using Check Disk can also detect if a hard drive is close to failure; if it finds numerous bad sectors, it may be time to replace the drive.

Following these steps can greatly increase the longevity and performance of your computers, keeping your office operating at full capacity. If your business is in need of a professional to implement a preventative maintenance schedule, contact an IT support company.