7 must-have printer features for a hybrid work environment

Without a doubt, the COVID-19 pandemic has ousted the traditional office setup from its chief status as "the way we work". More than ever before, businesses across the world are experimenting with new ways to operate, new methods of collaboration, and most importantly, safe and healthy systems of working together.

Many organisations are seeing the benefits of mixing in-person (but socially distant) teamwork with the flexibility of remote work. This hybrid work environment allows employees to work from home (or anywhere) routinely, or to come into the office as required for co-located work.

Due to the acceleration of remote working and the shift towards a hybrid office model, businesses are assessing how their print needs are evolving. As your organisation changes and your new hybrid workspace evolves, there are certain printer features to consider when you purchase your next printer. Let's explore:

Explore printer features

1. Security

Concerns about remote print security are not new, and they remain high on the agenda for the hybrid office. Unsurprisingly, there are particular concerns about the security of information being printed on home devices. With remote work here for the long run, it's vital to set employees up with secure at-home printing. Look out for security features such as:

• Local and network authentication
• Data encryption
• Overwrite-erase
• Password access

Of course, it's not only home devices that require particular security features. Ensure you properly secure your in-office print environment as well, with features like:

• User authentication and authorisation
• Secure communication protocols
• Stored data protection
• Data overwrite function
• Network monitoring

2. Cloud capability

The hybrid workplace is the new 'normal' print environment. Therefore, the demand for solutions that can effectively and efficiently scale to meet the needs of a hybrid office and provide the levels of availability expected for such a workforce is clear. Cloud capability is a must-have feature of any printer within the hybrid workspace so employees are able to print or scan from wherever they may be working, this feature also enables works at home to print directly to the office printer too.

3. Multi-function capacity

With more remote working, it is expected that office space footprints will reduce. Possibly one of the best advantages of a multifunctional printer is the space it saves. Rather than needing space for a printer, photocopier, fax machine and scanner, the hybrid office can have the same functionality in just a single machine.

4. Mobile-friendly and touchless tech

Now more than ever, businesses require the freedom to print and scan on mobile devices like tablets and smartphones without having to touch a shared device. Not only is this a convenient and time-saving feature, but touchless technology also mitigates the risk of virus transmission. Printer features like pull-printing via smart-card authentication or even facial or voice recognition will help the hybrid office remain a safe and healthy place to work.

5. An automatic document feeder

In the same vein, a device with an automatic document feeder (ADF) will reduce the amount of touching required. An ADF allows a ream of paper to be placed in the machine, which is then automatically fed through the device, allowing the user to print, scan, or copy without manually placing each page.

6. High workload capacity

A hybrid work environment is based on productivity and efficiency, so it stands to reason that a printer with a high workload capacity is a necessity. Also, consider choosing a machine with a large print volume capability to avoid unnecessary touching and the follow-up sanitisation required.

7. Low running costs

The price tag on your printer isn't the only cost worth noting; the total cost of ownership (TCO) includes:

1. Physical hardware, e.g. the device itself
2. Printing, e.g. toner and paper
3. Running costs, e.g. energy consumption and maintenance

Low operating costs will keep the hybrid office budget in check, ensuring maximum profitability in uncertain times.

Building a resilient and productive hybrid work environment requires the right hardware, software and processes. Download our Smarter Workplaces Guide for a step-by-step strategy for implementing an effective hybrid work model that equips your employees to work anywhere, any time.

Kyocera Document Solutions provides innovative products, software and ICT services for hybrid work environments, enabling businesses to implement smart workplace solutions that drive business transformation and resilience.