The COVID-19 pandemic radically changed the way people, businesses, operated, and people worked, leading to mass adoption of hybrid and remote working. Since then, many companies have continued with the hybrid working model, allowing employees to work part of their working week remotely.
During this shift, cloud-based solutions have emerged as critical enablers, providing essential platforms for real-time collaboration from anywhere in the world. This article explores the many benefits of cloud-based print solutions for hybrid businesses.
The Rise of Cloud-Based Solutions
Cloud printing is a service that enables users to print documents from any device, regardless of location, by sending them over the internet to a cloud-based printer or print queue. For hybrid businesses, cloud print models offer several advantages that enhance productivity and security.
Cost Efficiency
Traditional office printing requires multiple machines, maintenance, and paper and toner investment. This setup is often inefficient for hybrid businesses, especially when employee attendance is often sporadic.
Cloud printing reduces these costs by streamlining resources. Rather than maintaining multiple office printers, businesses can centralise their printing needs through cloud services, eliminating the need for additional on-site infrastructure. Additionally, companies can implement “pay-per-use” printing models, reducing costs by allowing them to only pay for what they use.
Location Flexibility
Cloud printing supports the hybrid work model by allowing employees to print from any location, be it at home, the office, or even a third-party location like the train. Employees no longer need to physically connect to an office printer or rely on complicated VPS configurations to print documents.
This enhanced flexibility ensures that hybrid employees can access necessary printing services, regardless of where they work worldwide, helping maintain workflows.
Improved Security
Security is a major concern for hybrid businesses when it comes to printing. Cloud services often include advanced security features like encrypted document transfer, user authentication, and printer control access. This ensures that sensitive company documents are protected even on public networks or when employees print from home.
Additionally, many cloud printing solutions include audit trails that allow companies to track who printed what and when, which adds an additional security layer.
Simplified IT Management
Hybrid workplaces present logistical challenges for IT teams, especially when employees use different networks and devices. Managing a traditional printer setup across remote and in-office environments can be a significant burden. Cloud printing simplifies this by consolidating printer management into a centralised platform. This means that IT teams can remotely manage printers, update software, and troubleshoot issues without needing physical access to machines. This enhanced level of control reduces the strain on the IT team and minimises downtime for the business.
Scalability and Integration
Cloud print models are easily scalable, making them ideal for businesses of any size. Where a company has a handful of employees or operates internationally with hundreds of remote workers, cloud printing services can scale to meet their needs. Additionally, cloud print services can integrate with other cloud-based platforms like document management systems, project management tools and collaboration apps, creating a seamless digital workflow that optimises productivity.
Environmental Benefits
Many organisations today strive to reduce their carbon footprint, and hybrid work offers a pathway to achieve this. Cloud printing can complement these efforts by reducing waste. For example, companies can set up rules to minimise unnecessary printing, use digital documents more effectively, and optimise the print queue to avoid excess paper, toner, and ink usage. With features like “secure print release” and automated double-sided printing, cloud platforms promote eco-friendly practices while streamlining operations.
Overall, cloud printing is an essential part of the hybrid working model, enabling seamless document management across both in-office and remote workers. By providing employees with access to printing, improving security, reducing costs, and promoting sustainability, cloud print models can help businesses thrive in a hybrid working environment.