Hybrid work is no longer a temporary workplace experiment for many organizations. Whether employees are fully in-office, remote or working a flexible schedule, businesses need to make sure their technology, equipment and document processes still match how people actually work. A recent writeup in the Omaha World-Herald about Mutual of Omaha’s new headquarters got us thinking: as companies continue to make changes to work models, have they changed how they manage and share documents both digitally and in print?
TL;DR
Hybrid work changes more than where employees sit. It can also change how much office equipment a company needs, how documents are shared, and how employees access information from different locations. Businesses should review printer and copier utilization, eliminate unnecessary devices, secure document sharing and ensure remote employees can access the information they need. Bishop Business can help organizations align print and digital document systems with the way their teams actually work.
Hybrid Model In Use: Mutual of Omaha Tower Rethinks the Workplace
When Mutual of Omaha announced plans for its new downtown headquarters, the company designed its workplace around changing employee attendance patterns. That local example raised a broader question for every business: does your workplace technology still match how your employees work?
A hybrid work model with shared coworking space seems to be the trend and it is causing leadership to rethink how to support employees with technology that is right for the new model.
During the pandemic, many downtown office towers sat empty as workers stayed home.
Yet, now every day another enterprise organization is in the news with many announcing a hybrid, coworking model just as Mutual of Omaha is doing. As a result, companies of all sizes are rethinking their office space needs, how they support the team in the office and out of the office, as well as their company culture.
Whether your company is fully remote, in the office or a hybrid model, your office support needs likely have changed.
If you’ve made a change to your space, or are considering there are key questions you need to ask that can save your company money as well as provide a better working environment for your employees.
- When is the last time you accessed your office equipment inventory? Do you need the same number of machines that you had in the past?
- Has your copy and print inventory been right-sized for you based on the volume your in office team needs or are you paying for copies and prints that you aren’t running?
- How do your employees share documents between in office and remote workers in a safe and secure means?
- Do your employees feel they are working in a vacuum with limited access to information when they aren’t physically in the office?
Your Workplace Changed. Your Technology Should Keep Up.
A hybrid workplace may require fewer devices, different equipment, better document access or more automated workflows. The answer depends on how your employees actually work.
Bishop Business can help evaluate your copier and printer fleet, managed print environment and enterprise content management needs to identify where technology can reduce cost and remove friction.
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To learn more about your options, you can get in touch with us at bbec.com or give us a call at 402-537-8000 today.
Hybrid Workplace Technology Checklist
1. Are we using all of our printers and copiers?
Review device usage rather than assuming yesterday’s fleet still fits today’s workforce.
2. Are we paying for capacity we no longer need?
Compare contracted print volumes and equipment capabilities with actual demand.
3. Can employees securely access documents from anywhere?
Information should not become inaccessible simply because an employee is working remotely.
4. Are paper processes creating unnecessary friction?
Look for approvals, forms and records that could be digitized or automated.
5. Are our devices secure?
Hybrid connectivity makes device security, authentication and controlled access more important.
6. Do employees have a consistent experience wherever they work?
The goal should be simple, reliable access to the tools and information required to do their jobs.
Frequently Asked Questions About Hybrid Workplace Technology
What technology does a hybrid workplace need?
A hybrid workplace may need secure document access, cloud or ECM tools, collaboration technology, appropriately sized printers and copiers, and systems that allow employees to work efficiently both inside and outside the office.
Should businesses reduce the number of printers in a hybrid office?
Possibly. If fewer employees are in the office each day, companies should review actual print volume and device utilization before maintaining the same printer and copier fleet they used previously. The current article specifically recommends reviewing equipment inventory and right-sizing devices to current usage.
How can hybrid employees securely share documents?
Businesses can use controlled digital document systems, enterprise content management platforms and permissions-based access so employees can find and share information without relying on paper files or unsecured personal storage.
What does it mean to right-size office equipment?
Right-sizing means matching the number, type and capacity of printers, copiers and other workplace devices to actual employee needs and usage instead of maintaining equipment that may no longer be necessary.
How can hybrid work reduce office technology costs?
Organizations may be able to reduce costs by consolidating underused printers and copiers, adjusting contracts to actual print volume and digitizing processes that no longer require paper.
Why is document access important in a hybrid workplace?
Employees working remotely can lose productivity if information is trapped in filing cabinets, individual computers or disconnected systems. Secure centralized access helps employees find information regardless of where they are working.