For years Group Policy Objects (GPOs) were the backbone of enterprise printer deployment, and for the most part did this job reliably and without complaint, unlike the printers themselves. But as today’s organizations evolve towards hybrid, cloud-first workplaces, this approach is proving to be brittle, slow, and ill-suited to a modern IT setup.
Legacy print methods like these are often the cause of delays, errors, and user frustration, which is why more companies are embracing automated, policy-based print management solutions.
Understanding the limitations of GPOs
GPOs were once the foundation for deploying printers in Windows-based environments. IT administrators would create and configure GPOs within a Windows domain to define settings across the network, including printer connections. This enabled smooth deployment of printers, as long as all devices remained connected to the local network.
While this process worked adequately at the time, there were still always pain points for users and IT teams. For one thing, while GPOs allowed admins to manage printers collectively, the experience wasn’t particularly user-friendly. Users could easily become confused by printers appearing and disappearing from the network.
Additionally, because GPO deployments were manual they were obviously susceptible to human error, and if a mistake was made in typing connection strings, there was no built-in feedback mechanism to identify the fault. Instead, the user would simply not get the print queue they were looking for. This would inevitably result in a call to the help desk, with IT staff having to actively diagnose the issue – an inefficient and labor-intensive way of working.
When employing GPOs, users could also be required to have appropriate permissions to download and install printer drivers. This additional layer of complexity often slowed installation, particularly as print systems have adopted more secure and restrictive access control.
The GPO approach was most successful when users were physically present and connected to the local network. But if a policy change was made when the user was out of the office, it could trigger delays before they received updated printer access. And of course, with remote work becoming the norm, this limitation has turned into an even greater challenge for IT admins.
A final hurdle is the lack of compatibility with different operating systems. The widespread adoption of BYOD policies – workers using their own devices – has created a diverse tech environment in many workplaces. Most notably, GPOs fall short in factors like driver compatibility in 32-bit and 64-bit operating systems, and don’t offer any native support for Mac, Linux, or Chromebooks.
The case for modern print solutions
With the global shift towards cloud solutions and hybrid work models, organizations that are stuck with this outdated method are struggling to adapt. Lacking the flexibility and agility that modern workplaces demand, GPOs are becoming increasingly obsolete.
While some larger, more established companies are still using on-premise architecture with GPOs, modern cloud-native solutions have gained rapid traction in recent years. These are not reliant on GPOs for printer deployment, moving away from the traditional connection to a print queue on a print server. This gives them a number of key advantages over legacy systems.
The first is that automated, policy-based management systems can deploy printer access based on user identity and location, ensuring every person has access to the right printer when they need it. This is done entirely without manual intervention, eliminating errors and reducing the burden on IT helpdesks.
Modern solutions are also designed to be compatible with different operating systems, supporting BYOD and remote working environments that include Windows, Mac, Linux, and mobile devices. With real-time dashboards, users can instantly see the printers available to them, gaining a level of visibility that helps with minimizing support tickets and user frustration.
Another critical consideration for businesses still relying on traditional print deployment methods is that at some point these will stop being technically supported. Change is inevitable, and my caution is it’s not a matter of if, but when. And when tech modernization is left to the last minute, it becomes rushed and reactive which can lead to poor decision-making and messy rollouts. IT strategy needs careful planning and time to iron out any issues during implementation. In other words, I would suggest that the best time to switch to a modern print solution is now.
Streamlining print queue deployment
Emerging solutions in this space now use a cloud-native approach to automatically provision the right print queues and drivers to users, based on identity, location, and access policies. Functionality like PaperCut Hive’s Print Queue Deployment, simplifies the time-consuming, frustrating tasks of setting up print queues and deploying printer drivers in managed environments.
Printers are automatically pushed to users, streamlining the process and eliminating common delays associated with traditional systems. Workers can shift seamlessly between office settings so that, wherever they are, they have access to the most conveniently located printer without the hassle of manual setup. Not only does this make for a much simpler and more efficient printing experience, but it also prevents the overworked IT department from getting bogged down in support calls.
As organizations embrace cloud-first print strategies and support a diverse range of devices, traditional methods of printer deployment using GPOs have become inadequate. Solutions like Print Queue Deployment offer a promising pathway forward – automating printer connectivity and simplifying deployment processes to align with the needs of today’s users and businesses.
