Remote and hybrid work have changed more than where employees work. They have also changed where employees print. Instead of managing a few printers in one central office, many businesses now support employees printing from home offices, satellite locations, client sites, and other remote workspaces. That can quickly create a challenge. Who is responsible for supplies? How do you know which devices employees are using? What happens when a printer needs service? Without a plan, remote workforce printing can become difficult to manage. Employees may purchase their own supplies, use outdated devices, or spend valuable time trying to troubleshoot printer issues on their own. With the right strategy and technology, businesses can support remote employees while maintaining better visibility and control over their print environment. Here are three steps to get started with setting up a remote print fleet.
Step 1: Assess Your Remote Printing Needs
Before purchasing new equipment or rolling out a new program, take a step back and look at how your employees currently print.
Start by asking a few simple questions:
- How many employees regularly work remotely?
- How often do they need to print?
- What types of documents are they printing?
- Do employees need to scan documents as well?
- Are they handling sensitive or confidential information?
- What printers are employees currently using?
Not every remote employee will have the same needs. Someone who occasionally prints a meeting agenda may only need a basic printer, while an employee who regularly processes contracts, invoices, or customer documents may need a more reliable device with scanning capabilities.
Understanding these needs helps you avoid a one-size-fits-all approach. It can also prevent your business from spending money on equipment or features employees do not actually need.
This first step is the foundation of effective remote print management. Once you understand how and where employees print, you can make better decisions about the equipment and support your remote workforce needs.
Step 2: Standardize Your Equipment and Support
One of the biggest challenges of managing printers across multiple locations is inconsistency.
When every employee uses a different printer, troubleshooting becomes more difficult. Employees may use different toner cartridges, have different service needs, and require different drivers or software.
Whenever possible, standardize the devices used across your remote print fleet.
This does not mean every employee needs the exact same printer. Instead, consider creating a few approved options based on different employee needs.
For example, you might offer:
- A basic printer for occasional home office printing
- A multifunction printer for employees who regularly print and scan documents
- Higher-volume equipment for remote offices or satellite locations
Standardization makes remote printer management easier because your IT team or service provider is working with a smaller number of device types.
It can also simplify:
- Toner and supply management
- Technical support
- Equipment maintenance
- Driver and software updates
- Employee training
Just as importantly, make sure employees know where to go when they need help. A clear support process prevents employees from spending hours searching online for solutions or trying to fix equipment themselves.
Step 3: Use Technology to Monitor and Manage Your Fleet
Managing printers becomes much easier when you can see what is happening without visiting every location.
Modern print fleet management tools can help businesses monitor devices remotely and simplify many of the tasks that traditionally required manual oversight.
Depending on your setup, remote monitoring can help you:
- Track device status
- Monitor toner levels
- Identify potential issues
- Manage print usage
- Schedule service
- Reduce unnecessary supply orders
For example, automated supply monitoring can alert your provider when toner is running low. Instead of waiting for an employee to notice they are almost out of toner and submit a request, replacement supplies can be shipped before printing is interrupted.
Remote monitoring can also help identify device issues early. In some cases, problems can be diagnosed remotely before they turn into a larger disruption.
For businesses with a growing remote workforce, managed print services for remote workers can make this process even easier. A managed provider can help oversee devices, supplies, maintenance, and support while giving your business better visibility into its overall print environment.
Don’t Forget About Print Security
A remote print fleet should not only be convenient. It should also support your organization’s security policies.
Remote employees may print confidential information at home or from other locations. Depending on your industry, those documents could include financial information, employee records, customer data, or other sensitive materials.
Consider security practices such as:
- Using approved and properly configured devices
- Keeping printer firmware up to date
- Securing home Wi-Fi networks
- Establishing guidelines for handling printed documents
- Limiting access to sensitive files and systems
Your remote printing strategy should be part of your larger approach to workplace technology and cybersecurity.
Create a Simple Process for Employees
The best systems are easy for employees to follow.
Once you have your remote print fleet in place, create simple guidelines that explain:
- Which devices employees can use
- How to request supplies
- Who to contact for technical support
- How to report a printer issue
- What security practices employees should follow
Employees should not have to guess what to do when they run into a printing problem.
A clear process reduces frustration and helps your team get back to work faster.
Set Up Your Remote Print Fleet With AD Solutions
At AD Solutions, we help businesses create print environments that support the way their employees work today. Whether your team works primarily in the office, remotely, or follows a hybrid schedule, we can help you develop a print strategy that fits your needs.
From multifunction devices to remote monitoring, automated supply management, and managed print services, our team can help simplify remote print management and reduce the burden on your employees and IT team. Contact us today to learn how we can help you build and manage a remote print fleet that keeps your employees productive, wherever they work.
Frequently Asked Questions
- What is a remote print fleet?
A remote print fleet is a group of printers and multifunction devices used by employees across multiple locations, such as home offices, satellite offices, and other remote workspaces. Businesses can manage these devices through a combination of standardized equipment, remote monitoring, and centralized support.
- Do remote workers need business-grade printers?
It depends on their printing needs. Employees who print occasionally may only need a basic device, while employees who regularly print, scan, or handle important business documents may benefit from a business-grade printer or multifunction device.
- Can managed print services support a remote or hybrid workforce?
Yes. Managed print services can help businesses support remote and hybrid employees by providing equipment, monitoring devices, managing supplies, coordinating service, and offering centralized support for a distributed print environment.
