Printing in Hybrid Workplaces: What Breaks and How to Fix It

Hybrid work has changed how employees print, scan, and access documents.

Many organisations now support a mix of office-based, remote, and mobile employees — creating new challenges around print access, security, costs, and user experience.

A hybrid workplace print environment needs to be secure, easy to access, cost-controlled, and aligned with modern work practices. Without the right approach, businesses often experience increasing print costs, frustrated employees, security risks, and unnecessary IT support demands.

This guide explains the common problems businesses experience with printing in hybrid workplaces, why they happen, how to identify issues, and practical steps to improve print management.

Common Hybrid Workplace Printing Problems

What breaks when printing moves into a hybrid workplace?

Hybrid work introduces new expectations. Employees want to print securely from laptops, mobile devices, different office locations, and cloud applications without needing complex setup or support.

Common issues include:

• Employees cannot easily find or connect to printers when working from different locations
• Print drivers and software create ongoing IT support requirements
• Sensitive documents are left unattended at shared printers
• Remote employees struggle with printing workflows
• Organisations lose visibility of who is printing and why
• Print costs increase without clear accountability
• Different offices operate inconsistent printing processes

These issues are often signs that an organisation’s print environment has not evolved alongside its workplace model.

Symptoms: How to Identify Printing Problems in Hybrid Workplaces

Businesses experiencing hybrid print challenges often notice these symptoms:

Employees frequently contact IT for printing support

Common requests include:

• “How do I install this printer?”
• “Why can’t I print from my laptop?”
• “Why isn’t my document appearing?”
• “Which printer should I use?”

High volumes of print-related support tickets indicate that printing processes are too complex.

Employees print documents that are never collected

Unclaimed documents create:

• Information security risks
• Paper waste
• Higher printing costs
• Poor user experience

Shared office printers need secure workflows to ensure documents are released only when the authorised user is present.

Printing costs are increasing without explanation

Organisations may struggle to answer:

• How many pages are being printed?
• Which departments print the most?
• Are colour prints necessary?
• Are devices being used efficiently?

Without visibility, print spending becomes difficult to control.

Employees cannot easily print across locations

Multi-site and hybrid organisations may experience:

• Different printer setups across offices
• Multiple drivers and configurations
• Difficulty supporting new employees
• Inconsistent printing experiences

Causes: Why Hybrid Workplace Printing Problems Happen

Legacy print environments were designed for traditional offices

Many businesses still rely on print systems built around:

• Fixed office locations
• Desktop computers
• Manually installed printer drivers
• Local network connections
• Limited reporting

Hybrid workplaces require a more flexible approach.

Too many printers and inconsistent processes

Over time, organisations often accumulate:

• Different printer brands and models
• Unused devices
• Duplicate printers
• Different support processes

This increases complexity and reduces visibility.

Print security has not kept pace with modern work

Hybrid working increases the risk of:

• Documents being viewed by unauthorised people
• Sensitive information being left at printers
• Uncontrolled printing from personal devices
• Poor tracking of confidential documents

Employees expect cloud-based experiences

Modern employees are used to accessing systems from anywhere. Printing can feel outdated when users still need:

• Manual driver installation
• VPN connections
• Local printer setup
• IT assistance

Impacts: Why Hybrid Printing Problems Matter

Increased operational costs

Poorly managed printing can lead to:

• Excessive paper consumption
• Higher toner costs
• Inefficient device usage
• Increased IT support time

Increased security exposure

Printed documents can contain:

• Customer information
• Financial records
• Legal documents
• Employee information
• Confidential business data

A secure print strategy helps reduce the risk of information being accessed by the wrong person.

Lower employee productivity

When printing is difficult, employees spend time:

• Troubleshooting devices
• Contacting IT
• Reprinting documents
• Finding alternative workflows

Poor sustainability outcomes

Unmanaged printing contributes to:

• Unnecessary paper consumption
• Higher energy use
• Increased waste

Quick Checks: Is Your Print Environment Ready for Hybrid Work?

Use these questions to assess your current environment.

Print access

☐ Can employees securely print from laptops and mobile devices?

☐ Can employees print easily when working from different office locations?

☐ Can new employees access printers without IT support?

Security

☐ Are documents released only when the correct user is present?

☐ Can you track who printed sensitive documents?

☐ Are printers protected with current security controls?

Cost management

☐ Do you know your total printing costs?

☐ Can you identify high-volume users or departments?

☐ Are colour printing rules and policies in place?

Device management

☐ Are printer drivers centrally managed?

☐ Are firmware and security updates maintained?

☐ Do you have visibility across all print devices?

How to Fix Printing Problems in Hybrid Workplaces

1. Introduce secure print release

Secure print release allows users to send a document to a printer but only release it after authenticating at the device.

Benefits include:

• Reduced document exposure
• Less wasted printing
• Improved confidentiality
• Better user control

Common authentication methods include:

• PIN codes
• Access cards
• User credentials
• Mobile authentication

2. Move towards cloud-based print management

Cloud print management helps organisations support hybrid work by reducing dependence on traditional print servers and manual printer setup.

Benefits include:

• Easier printer deployment
• Simplified IT management
• Support for distributed teams
• Better visibility and reporting

3. Implement managed print services

Managed Print Services (MPS) provides a structured approach to managing workplace printing.

A managed print strategy can help organisations:

• Reduce unnecessary devices
• Control print costs
• Improve security
• Optimise printer placement
• Monitor usage trends
• Improve employee experience

4. Create clear print policies

Effective print policies define:

• When colour printing should be used
• Which documents should be printed
• How confidential documents are handled
• Sustainability expectations

Policies should support employees rather than create unnecessary barriers.

5. Review your print environment regularly

A print assessment can identify:

• Underused devices
• High-cost printers
• Security gaps
• Workflow improvements
• Opportunities for automation

Next Steps: Building a Hybrid-Ready Printing Environment

If your organisation is experiencing printing challenges, start with these steps:

Step 1: Understand your current environment

Review:

• Number of devices
• Printing volumes
• User requirements
• Security controls
• Support issues

Step 2: Identify the biggest pain points

Prioritise improvements based on:

• Cost reduction opportunities
• Security risks
• Employee frustration
• IT workload

Step 3: Develop a future-ready print strategy

A modern workplace print strategy should include:

• Secure printing
• Cloud-ready management
• Device optimisation
• Usage visibility
• Sustainability goals

How Sharp Helps Organisations Improve Hybrid Printing

Sharp NZ helps organisations modernise workplace printing with secure, connected, and managed print solutions designed for today’s hybrid workforce.

Sharp’s workplace technology solutions can help organisations:

• Improve print security with user authentication and secure release workflows
• Reduce printing costs through visibility and optimisation
• Simplify print management across multiple locations
• Support flexible working environments
• Integrate printing with wider digital workplace strategies

Through Managed Print Services, organisations can move from reactive printer support to a proactive approach that improves efficiency, security, and user experience.

Frequently Asked Questions

How does managed print help hybrid workplaces?

Managed Print Services provide visibility, control, security, and optimisation of an organisation’s print environment, helping businesses support flexible working models.