Printing technology is constantly evolving. While the old staples like scanning, copying, and binding are just as relevant as ever, newer advances including AI, Optical Character Recognition (OCR), and app integration are becoming invaluable to any printing process. Even print and scan quality themselves are still improving. One such fantastic technology is mobile printing. With more and more wireless devices around the office (and more employees out of the office), it’s become necessary to have printing solutions that also don’t necessarily rely on wires and networks. This article will teach you all you need to know about mobile printing: its benefits, forms, and how to implement it into your workflow.
Business on the Move
Smartphones and tablets have been changing the world for years now. It’s only fitting that they change the way we work as well. In a post-pandemic landscape, many employees are just as likely to be working in the office as out of it.
Mobile printing is another wireless way of making business simpler. It allows wireless devices to print without a physical connection. This can be done through:
- Vendor-specific or white-label apps to communicate between the user and printer
- A QR code
- Wi-Fi, Bluetooth, or some near-field communication (NFC)
Mobile printing also shares some similarities with cloud printing, and the two are often seen as interchangeable. That said, there are some key similarities and differences:
- Both options are remote and allow printing from any device.
- Both are very secure ways of printing, though cloud printing may require more protection.
- Cloud printing uses servers and, thus, might be slower than its counterpart.
- Mobile printing doesn’t always require an internet connection, while cloud does.
- Cloud printing is device agnostic, while mobile printing might require an app.
Some offices may employ both technologies in their workflow. You might be down the corridor or on the other side of the world, but thanks to these technologies, you’ll still be able to print.
The Many Benefits of Mobile Printing
There’s a reason the global mobile printing market is expected to grow from $1.19 billion in 2023 to $2.36 billion by 2032. It’s become an invaluable technology, in no small part thanks to these key benefits:
- Reach and range – Employees are no longer bound by space or device but can print from multiple devices and locations. This freedom in turn improves productivity.
- Flexibility and faster response – Ever realized you need to print something on a device other than your work laptop? The ability to print from any device eliminates time spent sending documents from one device to your laptop just to print.
- Less printing hardware – Removing the limitations around printing means that there’s less of a need for multiple print stations, delivering a saving on costs. Employees working from home won’t necessarily need their own printers and separate offices can streamline their printing needs, regardless of distance.
- Better tech support – Having all printing go through a centralized app can make it easier for tech support teams to address certain issues. Closer monitoring by managed IT can also provide improved network security.
Keeping Things Secure
Printers have always been a weak point when it comes to network security. Printing remotely could also increase the likelihood of sensitive data falling into the wrong hands. Mobile printing comes with its own security needs. Here are a few:
- Authentication and authorization – Be it biometrics, two-factor authentication, or app logins, authorization should always be confirmed before granting access to a printer. Zero trust is a policy commonly employed across the IT security sector which means authentication will always be required.
- App security – Apps need to work across a variety of devices. Any exploit, however small can be potentially ruinous. Those running the apps (be they manufacturer or IT service) need to ensure the devices are regularly updated and patched.
- Encryption – Mobile printing will always employ some form of encryption protocol to ensure data is protected. In most modern mobile printers too, there’ll also be some form of data encryption in place.
- Network segmentation – Mobile printing traffic is often isolated from other business data to minimize damage should either be compromised.
- Audits and monitoring – Networks are regularly monitored and systems inspected to ensure the integrity of security measures and to check for suspicious activity.
Managed IT is an effective way a company can gain access to these protections according to their setup’s needs. A trustworthy and reliable service provider can not only be trusted with confidential and valuable data but is also relied upon to keep up with the latest trends in printing security.
Preparing Your Office for Mobile Printing
So, you’re sold on the idea of making your business processes more flexible and versatile with mobile printing. Now what? A good first step is to assess your business to get a better idea of what mobile printing solution you need and how best to implement it. It’s always a good idea to consult an expert in the field, but you can also start by asking yourself the following questions:
- How many employees do I have and what devices are they primarily using?
- Is my workforce remote, in-house, or hybrid?
- What’s the frequency and monthly volume of printing?
- How many machines do I currently have? How many will I need?
- Can my current print fleet handle mobile printing technology?
- What are my network requirements to keep printing controlled and secure?
- Am I looking to expand my business in the next few years?
Once you’ve understood your current office setup and printing needs, you’ll be better equipped to choose a mobile printing solution that meets them both today and in the future.
For example, if most staff work hybrid, it’d make more sense to choose a mobile solution that focuses on a mobile app or cloud printing. On the other hand, if employees are on-site, you can save on cloud security costs by instead choosing a mobile printing solution that prioritizes NFC (Wi-Fi, Bluetooth, QR).
The All-in-One Partner
If you’re ready to embrace the versatility and productivity of mobile printing, then all that remains is to get the best start possible by choosing the right partner. You’ll need an expert who not only knows the industry, but can provide mobile printers, solutions, and services.
If you’re in New York, Totowa, Cherry Hill, Edison, or Ft. Washington, that partner is Docutrend. We have over 20 years of industry experience and are more than capable of futureproofing your business with our mobile printing know-how. Contact us today.