While it seems just about the entire country has had to adjust to a new way of life and especially a new way of working, it does beg the question – what will the new normal look like for office workers?
According to Business Insider, many companies have found unexpected benefits to having their staff work remotely – better collaboration, increased productivity, and more relaxed workers. And surely that can only be a good thing, right? It certainly indicates that remote, or at least flexible working is here to stay.
But what about data and document security?
Many workers still have a requirement to print or scan documents even if they are working from home. And whilst the short term solution might be home, personal printers this is not the best option particularly in the long run.
Many of these personal printers may be shared for home use and there is simply no visibility or control over what is being printed putting the company at potential risk. With more sensitive information on paper being in people’s homes, no way to account for what or how much is being printed, and no proper system to keep it all together, it could be a recipe for disaster.
Once your staff are VPN’d back in to the office, any devices connected to their computer become a potential vector for attack, either from malware, or from other devices on the home network. It’s a question of controlling the risk.
Keeping the cost of printing under control.
Working from home using small personal equipment is a security issue, but it can also account for increased costs. The onus to supply hardware or cover the costs is on the employer.
Using cheap, off the shelf equipment might seem like the a cost-effective solution but research carried out by Channelnomics shows that companies typically underestimate printing costs by 30% to 40% – meaning a huge dent in finances covering the cost of ink for individual employees.
And with hardware comes problems. According to an industry report, the average IT department spends 15% of its time on printing issues. Remote workers will either need to send or bring in their faulty printers to the office to be fixed or have their printer replaced – which again eats into revenue.
As with all I.T. related projects, you should consider the total cost of ownership over the lifespan of any print hardware you use. Hardware, servicing, internal-labour, consumables all play a role in establishing this, for many organisations this could be the perfect time for a fresh print audit.
What about going paperless?
Working from home might require some employees to reduce their use of printing and working with paper-based files but this is unlikely to be realistic for all staff.
Many people simply prefer to to work from paper. They’re more productive that way – right now I’m sat in front of a 32″ monitor with a 27″ monitor right next to it, I can easily see 3 documents on screen and see my notes. But if I’m serious about reviewing a document and annotating it, paper is still my first choice.
An alternative, hybrid solution needs to be achieved to cater for the users who want paper. One way to converge the use of paper and digital files is through a document management system. Document management is a great way to help reduce the overall usage of printed items, share information from a sing central resource and keep your company more secure, with the added benefit of reducing print costs.
How can a Managed Print Service help?
Remote and flexible working demands an even greater need for controlled, managed printing, and document management. Here at KRL, we can supply smaller printers that can be used at home resulting in having more control and saving on overall costs.
By wrapping printers in our management service you don’t need to worry about sourcing consumables, configuring printers, supporting print issues on your network or managing individual printers, plus you’ll pay less by benefitting from the discounts that we achieve through buying at scale.
By utilising print management software alongside your printers you can remove risks relating to who has access and visibility of what is being printed and also reduce wasted print. Printer Management Software also gives you insight and analysis of how print is being used, where it’s being used and by whom, allowing you to account and forecast for future costs.
There are many benefits of using a professional print solution:
- Reduce the cost of your overall print
- Local, expert support on hand – freeing up your IT team’s resource
- Multiple integrated software solutions– document management systems, workflow, and process automation as well as Printer security and Management
- Increased security for your company and workers
- Remote working solutions available
If you’d like to know more about how we can help your business with your printing needs, get in touch today. Complete the form below or call us on 01482 657 007.