The workplace is in the midst of a massive transformation. As COVID restrictions continue to fluctuate, employers are navigating dynamic workplace models in which employees work from home and in the office. Managing the demands of a hybrid workforce is a relatively new challenge, and many companies were unprepared. In light of this, many organizations are reevaluating their on-premise infrastructure and rapidly moving to cloud-based infrastructure and solutions. This new era of remote work requires flexibility, security and accessibility that only modern cloud solutions provide.
So what does this watershed moment mean for printing?
In particular, IT needs to address the logistical and security challenges of printing in a Zero Trust environment, which grants users instant and secure access to applications and data regardless of the network they use. This security model best embraces the complexity of a mobile workforce while protecting data outside the corporate network through a framework of identity management policies. Printing in Zero Trust environments requires integration with cloud-based identity providers (IdPs) for secure data and user management.
Thankfully, introducing policies and solutions that ensure safe and convenient printing is easier than ever before. Here are a few more key considerations to keep in mind for empowering employees to print post-COVID.
Prioritize Safety and Security
One of the biggest security leaks with printing is leaving a print job on the printer and never picking it up. This is common in traditional print environments where a print job is immediately sent to the printer and the user forgets to collect it. Some estimate that as much as 30 percent of print jobs are never collected. Aside from the security risk, left-behind documents are also a major source of waste for companies, and those costs add up. To mitigate this risk, companies can implement a secure pull printing solution which holds print jobs until the user is ready to release them at the printer. This not only ensures sensitive print jobs aren’t left unattended, it reduces waste and protects the bottom line.
Of equal importance is personal health and security, and creating healthy work environments is top of mind for leaders. As some employees return to the office, they’re understandably more conscious of touching shared surfaces, and companies need to ensure their safety. Unlike many office tasks that can be completed with personal equipment and hardware, engaging with shared devices such as printers represents a health risk. Amid concerns about safety, health-minded organizations are leveraging touchless printing solutions that allow employees to scan a QR code with their mobile phone or tablet to release a print job instead of touching the printer control panel.
Optimize Secure Printing for a Remote Workforce
While employees may enjoy the freedom of working remotely or coming into an office only occasionally, hybrid workplaces present new challenges for IT departments. With more environments to support, companies need flexible systems that can accommodate new setups.
In a hybrid work setting, people working from home still need to send jobs to the office printer. Off-network printing capabilities allow employees to send secure print jobs from their home offices to printers on the corporate network.
One common misconception is the assumption that a VPN is needed for these kinds of printing systems. And given the complications and costs associated with VPNs, many companies are hesitant to explore remote printing solutions. But as long as they have one workstation behind the company firewall to receive print jobs, off-network platforms can host the rest of the solution.
Keep Moving Toward Mobile
As the workforce becomes more flexible, mobile technology will continue to present opportunities for boosting productivity. Many of us can complete daily jobs almost entirely from a mobile phone. In fact, 62 percent of U.S. employees agree that smartphones and tablets play a key role in their productivity. As employees look for ways to balance work and life according to their schedules, companies that embrace mobile innovation will have an edge in recruiting and retaining talent.
When it comes to printing, cloud technology now enables employees to initiate and release print jobs through their mobile devices. From anywhere, they can send a document for printing to the office, eliminating the need for physical proximity. Employees at the office can simply scan a QR code with their mobile devices to retrieve a print job.
According to McKinsey, 52 percent of U.S. employees say they prefer a hybrid work model, indicating that the new setup is here to stay. While we may not know exactly what the post-COVID workplace will look like, it’s safe to assume that the most successful companies will adapt quickly. With printing, that means prioritizing a system that works for everyone—whether employees are working from home or returning to offices. Focusing on easy wins, such as implementing a more cost- effective, secure and flexible printing infrastructure, can help companies successfully navigate the changing future of the workplace.
