How to Protect Your Office Equipment in Cold Temperatures

Cold weather doesn't just impact your commute---it can also affect the performance and lifespan of your office equipment. Copiers, printers, scanners, and even network devices are sensitive to temperature changes, and winter conditions can cause unexpected issues if you're not prepared.

Whether your office experiences freezing temperatures, inconsistent heating, or equipment deliveries during cold weather, here's how to keep your office technology running smoothly all winter long.

Maintain a Consistent Office Temperature

Office equipment performs best in a stable environment, typically within normal room temperature ranges. Sudden drops in temperature can cause toner issues, sluggish performance, and even error codes.

Keeping the heat on overnight or during weekends in extreme cold helps prevent internal stress and condensation-related problems.

Allow Equipment to Acclimate After Delivery

Equipment delivered during cold weather often arrives significantly colder than the office environment. Turning machines on too quickly can lead to condensation forming inside sensitive components.

Allow newly delivered equipment to sit powered off for several hours so internal parts can safely reach room temperature before use.

Watch Out for Condensation

Condensation is one of the biggest cold-weather risks for office equipment. It often occurs when machines move from cold to warm environments or when heating systems create uneven temperatures.

To reduce risk, keep equipment away from drafty doors, exterior walls, and direct heat sources. If moisture is visible, power the machine off and allow it to dry completely before using it.

Store Paper Properly

Paper is highly sensitive to temperature and humidity changes, which can lead to curling, static, and frequent paper jams.

Store paper in its original packaging, keep it off cold floors, and allow it to acclimate to room temperature before loading it into printers or copiers.

Keep Space Heaters at a Safe Distance

Space heaters may provide comfort, but they can negatively impact office equipment by overheating components and drying the air around machines.

Position heaters well away from copiers, printers, and IT equipment to avoid unnecessary wear and potential safety concerns.

Schedule Preventive Maintenance

Cold weather can expose hidden issues within office equipment, especially as machines work harder to compensate for environmental changes.

Regular preventive maintenance helps ensure consistent performance, protects internal components, and reduces unexpected downtime during the winter months.

Protect IT and Network Equipment

Servers, routers, and other IT devices are also affected by cold and fluctuating temperatures. These systems require a controlled environment to operate reliably.

Ensure server rooms remain properly heated, ventilated, and monitored, and avoid placing critical IT equipment in unheated storage areas or closets.

Cold temperatures don't have to lead to equipment problems. With a few proactive steps, you can protect your office technology, minimize disruptions, and keep your team productive throughout the winter season.