7 must-have printer features for a hybrid work environment

The modern workplace has evolved significantly, with businesses now embracing hybrid work models that blend in-office and remote work. This flexibility allows employees to work from home or anywhere routinely, or to come into the office as required for co-located work.

As organisations adapt to this new way of working, print needs are evolving too. When selecting your next office printer or multifunction device for a hybrid workspace, certain features become essential to support productivity, security and flexibility across distributed teams. Modern business printing solutions need to accommodate both in-office and remote workers, with cloud printing capabilities and robust security features. Let's explore the seven must-have features:

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1. Security

Concerns about remote print security remain high on the agenda for the hybrid office. With employees printing from various locations, including home offices, it's vital to ensure secure printing across all devices. 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

Modern business multifunction printers now include these enterprise-grade security features as standard, protecting your data whether employees are printing from the office or remotely.

2. Cloud capability

The hybrid workplace requires solutions that can effectively scale to meet the needs of distributed teams and provide the levels of availability expected for such a workforce. Cloud capability is a must-have feature of any printer within the hybrid workspace, enabling employees to print or scan from wherever they may be working. This feature also allows remote workers to print directly to the office printer.

Cloud-enabled printing solutions ensure seamless connectivity across all work locations, maintaining productivity regardless of where your team members are based.

3. Multi-function capacity

With hybrid work models often requiring reduced office footprints, space efficiency becomes crucial. One of the best advantages of a multifunction printer is the space it saves. Rather than needing separate devices for printing, photocopying, faxing and scanning, the hybrid office can have the same functionality in just a single machine.

The Kyocera ECOSYS and TASKalfa series offer comprehensive multifunction devices designed for the demands of modern hybrid workplaces, combining multiple functions in compact, efficient designs that maximise office space.

4. Mobile-friendly and touchless tech

Businesses require the freedom to print and scan on mobile devices like tablets and smartphones without needing to physically interact with shared equipment. Not only is this convenient and time-saving, but touchless technology also promotes workplace hygiene. Printer features like pull-printing via smart-card authentication or even facial recognition help maintain a safe and efficient hybrid office environment.

Modern office printers support mobile printing protocols including AirPrint, Mopria and Google Cloud Print, allowing seamless printing from any device on your network.

5. An automatic document feeder

A device with an automatic document feeder (ADF) reduces manual handling and increases efficiency. 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. This feature is particularly valuable in hybrid offices where time efficiency is paramount.

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 essential. Consider choosing a machine with a large print volume capability and robust monthly duty cycle to handle the demands of your team, whether they're in the office or working remotely.

Look for printers with high-capacity paper trays and toner cartridges that minimise downtime and maintenance interruptions. Enterprise-grade devices like the Kyocera TASKalfa series are engineered for high-volume printing environments, with monthly duty cycles that support demanding hybrid workplace requirements.

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 keep the hybrid office budget in check, ensuring maximum profitability and sustainability. Kyocera ECOSYS printers are designed with long-life components and energy-efficient technology, delivering lower running costs and reduced environmental impact over the printer's lifetime.

Consider implementing managed print services to optimise your print infrastructure, reduce costs and gain better visibility and control over your hybrid workplace printing.

Building a resilient and productive hybrid work environment requires the right hardware, software and processes. Explore our range of business printing solutions to discover how modern multifunction devices can support your distributed teams with the security, flexibility and efficiency needed for today's hybrid workplaces.

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.