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The Ultimate Guide to Implementing Cloud Printing in Your Coworking Space

Helga Moreno
Helga Moreno
The Ultimate Guide to Implementing Cloud Printing in Your Coworking Space

In today's digital age, most entrepreneurs and businesses rely on electronic files for their work, making it easier to share and collaborate on projects. However, despite the trend toward digitalization, it's still impossible to imagine a coworking space without printers. Coworking spaces must provide a full range of office utensils, and more, to meet the expectations of members who rely on these amenities to get their work done.

If you're looking to take your coworking space to the next level, consider implementing a modern cloud printing solution integrated with your main coworking space management software. By providing this innovative technology, members can print out their documents right from their smartphones using the coworking app. The integration of cloud printing not only enhances member experience but also improves your brand image by showcasing your commitment to cutting-edge technology.

In this ultimate guide, we will walk you through the most member-friendly way to implement cloud printing at your coworking space, providing insights on how to improve your services and streamline your member experience. So let's dive in and explore the world of cloud printing and how it can benefit your coworking space.

What Is Cloud Printing

Cloud printing is an advanced technology that provides users with the ability to print documents from a network of printers using cloud computing. Coworking spaces are particularly interested in consumer-based printing, which enables members to connect any application to cloud-enabled home printers that are accessible to them. With cloud printing technology, members can take advantage of digital media as their primary communications tool and print out their documents when they need them in physical form.

There are two types of cloud printing: consumer-based and professional-oriented. As mentioned earlier, consumer-based printing is the type of cloud printing that is best suited for coworking spaces. This technology enables members to print their documents from anywhere, as long as they have access to cloud-enabled printers.

On the other hand, professional-oriented cloud printing is geared toward companies and publishers who require large-scale printing. This type of cloud printing enables companies to print their digital content using networks of production facilities through cloud computing technology.

Coworking space member using printer

Benefits of Cloud Printing for Your Coworking Space

Implementing cloud printing in your coworking space can bring about several benefits, making it a wise investment for your business. Here are some of the benefits that your coworking space can enjoy:

  • Easy printing without technical hassles: With cloud printing, you can eliminate the need for PC connections and print drivers. This means that members can print directly from their mobile devices without any technical difficulties.
  • Reduced maintenance costs: If you leverage cloud printing for print-on-demand, you can significantly reduce the costs associated with printer maintenance. This is because you won't have to worry about maintaining a large fleet of printers, and you can easily add or remove printers as needed.
  • Eco-friendly printing: Cloud printing is a more environmentally friendly solution than traditional printing methods. By reducing the amount of paper used, cloud printing can help lower carbon emissions from transportation and reduce your coworking space's environmental impact.
  • User-friendly and convenient: Cloud printing is very user-friendly and convenient for members. They can easily self-install drivers and print from a variety of devices, including Windows, MacOS, iOS, Android, Chromebook, and through a web browser.
  • Seamless integration with coworking space management software: Cloud printing solutions can be easily integrated with your main coworking management platform, and any available printers are displayed automatically. When you add or remove a printer, your members don't have to update anything to print.

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How to Implement Cloud Printing at Your Coworking Space

If you're looking to implement cloud printing at your coworking space, you have a few options to consider. Here's a step-by-step guide on how to get started:

  1. Determine your printing needs: Before choosing a cloud printing solution, it's important to understand your printing needs. How many printers do you need? What kind of devices will your members be printing from? What are your budget constraints?
  2. Research cloud printing solutions: Once you have a clear understanding of your printing needs, you can start researching cloud printing solutions. Two popular options for coworking spaces are Sindoh and ezeep.
  3. Set up your printers: Once you've chosen a cloud printing solution, it's time to set up your printers. Most cloud printing solutions offer easy installation, and you can typically connect your printers to the cloud using a wireless network or USB cable.
  4. Invite members to use the service: Once your printers are set up, you can invite your members to use the cloud printing service. Make sure to provide clear instructions on how to set up their devices and access the cloud printing platform.
  5. Monitor and manage printing usage: To ensure that the cloud printing service is being used efficiently, it's important to monitor and manage printing usage. This can include setting print quotas, tracking usage, and adjusting printer settings as needed.

Sindoh and ezeep are two popular cloud printing solutions for coworking spaces. Sindoh offers a range of cloud-enabled printers that can be connected to the cloud through a wireless network or USB cable. The Sindoh Cloud Print Platform also offers features such as user authentication, print tracking, and cost management.

Ezeep is another popular cloud printing solution that offers seamless integration with coworking space management software. With ezeep, members can print from any device without the need for drivers or print servers. The platform also offers features such as secure printing, cost allocation, and print job tracking.

How to Choose the Right Printers for Your Coworking Space

Choosing the right printers for your coworking space can be overwhelming, given the plethora of options available in the market. However, by considering some key factors, you can make an informed decision.

  • Firstly, for coworking spaces, faster time-to-print is more crucial than prints-per-minute. Since only a fraction of your members are likely to print in a month, and the average number of printed pages per person is around six, a good workgroup laser printer that costs a few hundred dollars can suffice to meet your members' printing needs.
  • While it is tempting to opt for printers with advanced features, it is advisable not to waste money on them, as your members are unlikely to use them frequently. Additionally, supporting such features can burden your managers with increased support workloads. Instead, recommend a local print shop if your clients require any fancy features.
  • It is also better to equip your coworking space with multiple smaller devices spread across the workspace, rather than having one big printer in the mailroom. This setup will enable your members to print their documents quickly and without having to wait in line.
  • Furthermore, it is essential to check the local prices for printing services and charge your prints competitively, with a small premium for the convenience of printing within your coworking space.
  • To reduce paper jams and support calls, it is advisable to use high-quality paper. Opt for paper that is at least 24 Lb/90 gsm or higher as it produces excellent-looking output that can be printed on both sides.
  • Lastly, it is important to be environmentally conscious by putting a recycling bin in your coworking space. Using recycled paper can also significantly reduce your environmental impact, given that over 50% of paper products are based on recycled material. Taking these steps can help your coworking space reduce its carbon footprint and support sustainable practices.

To Take Away

In conclusion, implementing a cloud printing system in your coworking space can significantly enhance your members' experience and streamline your business operations. It is crucial to ensure that your cloud printing system integrates seamlessly with your main coworking software to maximize its benefits fully.

If you don’t have coworking software yet, we highly recommend that you schedule a demo call with our product expert to explore the possibilities and advantages of the technology for your coworking space. With the right tools and strategies, you can transform your coworking space into a highly efficient and productive environment that meets the needs of your members and grows your business.

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