The Role of Print Management in a Hybrid Work Environment

Discover how effective print management supports hybrid work environments by reducing costs, improving security, and streamlining operations and workflows. Learn how enterprise-grade managed print services empower both remote and on-site teams with seamless, secure and efficient printing solutions.

Hybrid work is no longer a temporary response; it’s now a long-term reality for many large enterprises. While the model offers flexibility for employees, it introduces new challenges for IT teams, operations managers, and finance departments. 

One area that often becomes unexpectedly complex? Printing.

When staff split their time between the office and home, unmanaged printing leads to spiralling costs, security risks, workflow bottlenecks, and frustration. That’s where print management, particularly remote print management supported by managed print services (MPS), becomes essential.

Integr8 specializes in enterprise print management designed for hybrid workplaces. By integrating devices, cloud workflows, and secure print systems across locations, we help organizations lower costs, optimize productivity, enhance document security, and reduce environmental impact, regardless of where their employees work.

Why Hybrid Work Makes Print Management More Complex

Before the advent of hybrid work, most printing was done in the office. According to recent workplace research by Gartner, over 70% of enterprises have adopted hybrid or remote work models as a permanent arrangement. This shift has fundamentally changed how organizations manage their print infrastructure. Devices were in one place, usage was trackable, and workflows were predictable.

 With distributed teams, this changes because:

• Employees use home office printers, often outside IT’s control.
• Documents need to move securely between remote and on-site locations.
• Print volumes become scattered and harder to measure.
• Supply tracking becomes inconsistent and costly.
• Security risks increase when devices are outside the corporate network.
• Workflows dependent on printing, signing, or scanning break down.

Without a strategy designed for hybrid work, enterprises experience significant inefficiencies, including lost time, increased spending, and data exposure.

What Print Management Really Means Today

Print management refers to the systems, software, and services that manage your print environment: devices, usage, security, supplies, and workflows.

In a hybrid setting, it expands to include:

• Remote print management
• Home-office printer support
• Cloud-based print workflows
• Device monitoring across locations
• Secure print release systems
• Digitization of paper files

Printing auditing software or print tracking software is an indispensable component of collecting your business’s general expenditures. This best business process streamlines your workflow, optimizes your budget, reduces wastage, and even benefits Mother Nature.

With Integr8’s managed print services, enterprises gain visibility and centralized control across every print touch point, remote or on-site.

Enterprise-Level Pain Points in Hybrid Work

Large organizations face unique challenges compared to SMBs. Here are the most common issues we see:

1. Uncontrolled Print Costs

Home office printers are often inefficient, use high-cost cartridges, and lack monitoring. Meanwhile, on-site devices may be overused or underused.

MPS provides:

• unified reporting
• accurate cost allocation
• supply tracking
• optimisation recommendations

This restores budget control.

2. Fragmented Device Fleets

Multiple vendors, unmanaged home printers and inconsistent models create service and supply headaches. Integr8 standardizes your fleet so everything integrates smoothly.

3. Workflow Management Disruptions

Tasks like printing, signing, scanning, and sharing documents are harder when employees aren’t on site.

Hybrid-ready print management enables:

• mobile printing
• cloud printing
• follow-me printing
• scan-to-cloud workflows

These restore productivity across the organization.

4. Security Vulnerabilities

Hybrid work expands your attack surface. Remote printers may not meet corporate security standards or receive updates.

Integr8 secures:

• device firmware
• print job encryption
• authentication methods
• data storage policies

Every print job becomes traceable and protected.

5. Increased Environmental Waste

Device sprawl creates more e-waste, cartridge waste, and unnecessary energy consumption. Print management helps enterprises consolidate devices and reduce their footprint.

How Print Management Supports a Successful Hybrid Workplace

Cost Savings

Enterprises reduce spending by:

• consolidating devices
• automating monitoring
• reducing repair requests
• switching to standardized home-office printers
• tracking usage across departments

With MPS, supplies are predictable and breakdowns are prevented, not repaired after the fact.

Productivity Improvements

Hybrid staff need seamless access to print and scan tools. Print management offers:

• automatic supply replenishment
• centralised support
• remote troubleshooting
• consistent user experiences across devices
• fewer disruptions

This frees your team to focus on higher-value work.

Stronger Security

Print management protects your documents even when employees work outside the office. With print-related security incidents affecting over 60% of organizations in recent years (Quocirca, 2023), implementing enterprise-grade security controls across all print endpoints has become essential for protecting sensitive data.

Capabilities include:

• secure print release (PIN, card or phone authentication)
• encrypted print jobs
• controlled remote access
• policy enforcement for home-office printers
• automated firmware updates

Sensitive information stays secure from start to finish.

Streamlined Hybrid Workflows

Digitization is especially powerful in hybrid environments. Integr8 helps convert paper files into digital formats, allowing:

• remote access
• cloud-based collaboration
• reduced paper dependency
• simplified compliance

This keeps distributed teams aligned.

Sustainability Benefits

Print management supports greener business practices by reducing waste, optimizing device usage, and promoting paper-light workflows.

Image Source: Shutterstock

What to Look for in Enterprise Print Management

A modern hybrid-print strategy should include:

• Remote fleet monitoring
• Cloud print compatibility
• Follow-me printing
• Digitisation services
• Home-office printer oversight
• Enterprise-grade security controls
• Vendor consolidation
• Real-time dashboards and analytics

Integr8 delivers all these capabilities, at scale, for enterprises across Canada and the United States.

How Integr8 Supports Enterprise Hybrid Print Environments

As the sister company of Busys, Integr8 focuses on solving the unique pain points of large organizations. Our approach includes:

• Full print environment assessment: We evaluate your existing devices, usage patterns, security risks, and workflow gaps to build a custom strategy.
  
  
• Fleet optimization: We determine which devices to retire, replace, or consolidate and ensure home-office printers adhere to company standards.
  
  
• Hybrid workflow enablement: Through cloud, mobile, and secure print solutions, we ensure remote workers have the same capabilities as on-site staff.
  
  
• Tightened security: Integr8 secures every point of your print ecosystem, from home offices to corporate headquarters.
  
  
• Ongoing monitoring & reporting: We provide data-driven insights to help you continually improve efficiency and reduce unnecessary printing.
  
  
• Digitization services: We convert paper archives into digital files, improving accessibility and reducing physical storage needs.
  
  
• Dedicated office product store: Need new printers or MFPs? The Integr8 Store provides enterprise-grade office products for purchase or lease, all aligned with your print strategy.

Real-World Hybrid Work Scenarios

Tips for Implementing Hybrid Print Management Successfully

• Begin with a print audit.
• Build a hybrid print policy for home and office.
• Consolidate supplies and vendors.
• Adopt cloud and mobile printing.
• Use print tracking software to monitor usage and costs.
• Prioritize security, especially in home-office setups.
• Digitize paper-heavy processes.

Hybrid Work is Here to Stay

The need for a streamlined, secure, and cost-efficient print environment is also here to stay. With Integr8’s enterprise print management solutions, your organization can support both remote and on-site teams with ease. From home office printers to secure cloud workflows, we help you eliminate bottlenecks, reduce expenses, strengthen security and future-proof your document processes.

Do you have questions or need help developing your hybrid print strategy? Reach out. We’re here to help.

Key Takeaways

• The rise of hybrid work models introduces a new level of complexity that affects both remote and on-site print environments, creating challenges that organizations must navigate effectively.
  
  
• Enterprise print management is an effective solution that enhances overall operational efficiency, minimizes unnecessary waste, and ultimately boosts productivity within an organization.
  
  
• Remote print management is designed to effectively support printers located in home offices, while also seamlessly integrating with cloud-based workflows for enhanced efficiency and convenience.
  
  
• Managed Print Services (MPS) enhances security measures across a wide range of distributed print devices and interconnected networks, ensuring robust protection.
  
  
• Integr8 provides essential solutions that assist enterprises in streamlining, securing, and optimizing their hybrid print infrastructure for improved efficiency and that boosts productivity.