How Managed Print Services Are Adapting to the Rise of Remote Work

The rise of remote and hybrid work models, accelerated by global events and evolving employee expectations, has forced organizations to rethink every aspect of their operations, including how they manage document workflows and printing. Managed Print Services (MPS), once focused on optimizing print environments within a single office, are now rapidly evolving to meet the needs of a distributed, flexible workforce. Here’s how the industry is adapting, and why these changes matter for businesses navigating the new world of work.

The New Reality: Hybrid and Remote Work Are Here to Stay

Hybrid work is no longer a temporary solution; it’s a permanent fixture for many organizations1. Employees now expect the freedom to work from the office, from home, or anywhere in between. This shift has introduced new challenges for IT teams, procurement departments, and business leaders—particularly when it comes to ensuring secure, efficient, and cost-effective print management across multiple locations.

The Evolution of Managed Print Services

1. Cloud-Based Print Management

Cloud integration has become the backbone of modern MPS. Cloud-based platforms allow organizations to monitor, manage, and control their entire print fleet remotely—regardless of where employees are located. This means IT teams can oversee device status, usage, and security from a central dashboard, eliminating the need for on-site support and enabling seamless updates and troubleshooting.

Cloud print management also supports direct integration with popular cloud storage and collaboration tools like Google Drive, Dropbox, and Microsoft OneDrive, allowing employees to print documents from anywhere, on any device. This flexibility is essential for hybrid teams who move between home offices and corporate locations.

2. Enhanced Security for Distributed Workforces

Security is a top concern in hybrid and remote work environments. Unmanaged home printers can introduce significant vulnerabilities, exposing sensitive data to unauthorized access or leakage. Modern MPS solutions address these risks through:

• Zero-trust security models: Ensuring every print job and device connection is authenticated and encrypted, regardless of location.

• Remote firmware and security updates: Keeping devices up-to-date and protected against emerging threats.

• Secure print release and auditing: Employees can send documents to a secure queue and release them only when present at the device, reducing the risk of sensitive information being left unattended.

These features help organizations maintain compliance and data protection standards, even as their print environment extends beyond the traditional office.

3. Proactive Device and Supply Management

One of the hallmarks of MPS is the ability to monitor device health and automate supplies replenishment. With remote device management, MPS providers can:

• Track printer status and usage in real time across all locations.

• Identify and resolve issues before they disrupt productivity (e.g., low toner alerts, maintenance needs).

• Automatically ship replacement consumables to remote workers, ensuring they never run out of ink or toner.

This proactive approach minimizes downtime and keeps hybrid teams productive, no matter where they’re working.

4. Supporting Digital Transformation and Workflow Integration

Digital transformation is at the heart of the new MPS landscape. Providers now help organizations identify opportunities to digitize paper-based processes, integrate print with digital workflows, and enable secure scanning and document sharing from anywhere. Analytics dashboards provide insights into print usage, costs, and environmental impact, empowering leaders to optimize their print strategies and support sustainability goals.

Key Benefits for Hybrid and Remote Workplaces

Simplicity and Centralization

MPS simplifies print management by consolidating devices, supplies, and support under a single monthly bill and service agreement. This centralization is especially valuable for organizations with employees spread across multiple locations, as it reduces administrative complexity and ensures consistent service quality.

Productivity and Flexibility

With the right devices and cloud-enabled print solutions, employees can work efficiently from any location. Driverless printing, mobile print options, and seamless integration with collaboration platforms mean that document workflows remain smooth and uninterrupted.

Security and Compliance

Robust security protocols protect sensitive data and help organizations comply with industry regulations—even when employees are printing from home or public spaces.

Cost Control and Sustainability

Analytics and proactive management help organizations reduce waste, optimize device usage, and lower print-related expenses. Many MPS providers also offer eco-friendly device options and recycling programs to support sustainability initiatives.

Real-World Examples and Case Studies

Leading MPS providers have documented success stories of organizations that have leveraged next-generation print management to streamline business processes and support digital transformation. For example:

• Companies have used cloud-based MPS to automate document workflows, reduce manual intervention, and gain actionable insights for continuous improvement.

• Hybrid teams have benefited from remote device monitoring and automated supply replenishment, ensuring uninterrupted productivity.

• Organizations have enhanced their security posture by implementing zero-trust print protocols and centralized auditing across distributed environments.

Challenges and Considerations

Despite the many advantages, transitioning to a hybrid-friendly MPS model is not without challenges:

• Security vulnerabilities can arise if home devices are not properly managed or secured.

• Lack of visibility into remote print usage can make it difficult to optimize resources and detect inefficiencies.

• Complex procurement and scaling may strain IT and finance teams as they source and support devices for a distributed workforce.

Partnering with an experienced MPS provider and adopting best practices—such as standardized device policies, centralized management platforms, and regular security assessments—can help organizations overcome these hurdles.

The Future of Managed Print Services

As hybrid and remote work continue to shape the business landscape, MPS will play a crucial role in enabling secure, efficient, and sustainable document workflows. The integration of AI-driven analytics, cloud management, and digital transformation solutions ensures that organizations can adapt to changing needs and empower their workforce—wherever they are.

In summary:
Managed Print Services are not just keeping pace with the rise of remote and hybrid work, they’re leading the way in redefining how organizations manage information, protect data, and support productivity in a distributed world. By embracing these innovations, businesses can build a resilient, agile, and future-ready print environment that meets the demands of today and tomorrow.