Deciding whether your business needs cloud print depends on two simple factors.
- First, what specific printing problems are you trying to solve?
- Second, what do you actually mean by “cloud print”?
For most, the cloud is just the tool used to reach an ideal environment.
You might want your team to print from any device and collect documents at any office location. Alternatively, you may want to replace your aging physical print server with a modern SaaS product. If either of these goals sounds familiar, then a cloud print management strategy is likely the right move for your organization.
What is cloud print exactly?
“Cloud print” usually refers to printing documents from anywhere with any internet-connected device, regardless of location.
This is different from cloud print management, which is the software used to administrate that environment. Most management platforms include cloud printing features, but not all basic print tools offer management.
Factors that influence your cloud needs
Answering the question “does my business need cloud print?” depends on 4 factors:
- the size of your business i.e. SMB or enterprise
- the number of print users
- the nature of your industry
- the printing problems you want to solve
Larger enterprise organizations often use off-network printing to streamline complex workflows. It’s an excellent way to help remote employees or frequent travelers access their documents without local network headaches.
Beyond getting the printing to happen easily from any device and location, your business may require tracking and reporting functionality. This is where you’ll be looking for print management features on top of cloud printing.
A guide for the modern Sysadmin
If you’re a sysadmin, you’re likely focused on the management side of the coin. You’ve probably already migrated other services to the cloud and print is next on your list. Ask yourself if your current server has functional limitations or requires constant manual patching.
If your server is frequently crashing, moving to a SaaS model can remove that daily burden. Cloud print management means one less server to worry about in your infrastructure. It allows you to manage services remotely and provides much-needed flexibility for your user base.
The IT Manager’s perspective
IT managers have to look at the bigger picture of hardware lifecycles and lease terms. If your printer fleet is approaching end-of-life, it’s the perfect time for a cloud migration. This transition often delivers helpful new tools like automated print driver deployment.
Cloud platforms provide a centralized, web-based dashboard to monitor usage across multiple locations. This makes it much easier to track costs and optimize your printing services effectively. Modern cloud software is also built with robust encryption to ensure your data stays secure during the move.
The Business Owner’s bottom line
As a business owner, your primary concern is likely the bottom line and operational efficiency. Cloud printing is a clear business case if you have a transient or remote workforce. Your team likely already uses Microsoft 365 or Google Workspace, so they expect printing to be just as convenient.
A cloud solution increases efficiency and saves those precious cents that add up to thousands over time. It’s a logical fit for small to medium businesses that are already cloud-native. You can use these tools to forecast your paper and toner needs more accurately than ever before.
What end-users want
End-users don’t usually ask for “cloud print” by name. They just want to print from their car in the parking lot and pick it up the next morning, and they want a consistent experience whether they’re at their desk or in a second-floor meeting room.
How to start your cloud journey
The best way to begin is by trying a free BYOD enablement tool.
PaperCut Mobility Print is a great starting point for local and remote printing. It works across iPads, iPhones, Android, Windows, Chromebook, and Mac devices without the need for complex driver installations.
If you’re seeking print enablement, secure print release, and print management in the public cloud, then our DIY product PaperCut Pocket is for you.
If you need full management and tracking in the public cloud, PaperCut Hive is your best bet. For those who prefer a private cloud setup, PaperCut MF offers the enhanced functionality you need.
