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What You Need to Know About Printing in Coworking Spaces: A Guide to Efficiency

ezeep Team
What You Need to Know About Printing in Coworking Spaces: A Guide to Efficiency

The coworking revolution has transformed work experience, fostering flexibility, community, and a vibrant social atmosphere. But amidst the modern perks, an old challenge persists: printing.

For coworking space managers, navigating the world of printing can feel like a constant battle. From selecting the right printers to managing costs and ensuring a smooth experience for your members, it's easy to feel overwhelmed.

But what if printing could be effortless? Imagine a workspace where automated workflows handle tedious tasks, costs are controlled, and your members have a seamless printing experience.

This blog post, brought to you by ezeep Blue team aims to demystify printing in coworking spaces.

Printer Selection: Choosing the Right Fit

The world of office equipment can be confusing, especially when it comes to printers and copiers. Both machines can print documents, but they have distinct strengths and weaknesses. Choosing the right one for your business needs can save you money, time, and frustration.

  • Consider Usage: Think about the typical printing needs of your members. Do they require high-volume printing? Specialized paper types? Opt for multi-function printers for versatility if needed.
  •  Budget: Inkjet printers boast a lower initial investment compared to laser printers. Additionally, the cost per page for inkjet printers (considering both ink and paper) is often lower, making them a more budget-friendly choice for coworking spaces with potentially high printing volumes. Additionally, inkjet printers are generally easier to maintain.
  • Focus on Efficiency: Look for printers with features like duplex printing and automatic toner cartridge replacements to minimize paper waste and downtime.

Managing Printers: Streamlining Operations

Managing printers in a coworking space can be a challenge, but even if you're not a tech whiz, there's a way to tame the printing beast and create a smooth experience for your members.

Printing in a coworking space

1. Effortless Setup and Use

Hassle-free installation and operation put an end to the traditional printing woes. Imagine a system that sets up in minutes, automatically configures itself, and allows members to print from any device with a few simple clicks. No more IT support calls or frustrating troubleshooting sessions.

  • Centralized Management System: Modern printing solutions offer a central platform to manage all printers, simplifying setup and ongoing maintenance for you.
  • Device-Independent Printing: Empower members to print from any device they use, be it a laptop, smartphone, or tablet. Look for solutions with user-friendly mobile apps or web portals, eliminating the need for frustrating USB drives or emailing documents.

2. Enhanced Member Experience

A member-centric approach prioritizes their experience by offering features like mobile printing, secure print release, and intuitive interfaces. This allows them to print from any device, on their schedule, without unnecessary frustration. Imagine sending a document to print while grabbing a coffee or easily selecting only the pages you need.

  • Convenience at Their Fingertips: A smooth printing experience is key for happy members. Modern solutions allow members to easily submit and manage print jobs directly from their preferred devices.
  • Reduced Wait Times: Streamlined printing workflows ensure faster processing and fewer bottlenecks. This translates to less time spent waiting for prints and more time focused on work.

3. Security and Cost Control

Data protection is an ongoing process, not a one-time fix. By prioritizing data security and implementing appropriate measures, you can minimize risks and ensure the responsible handling of sensitive information.

  • Secure Print Release: You can set that documents are only printed when the member authenticates at the printer, reducing the risk of forgotten or misplaced print jobs. This ensures compliance with data security regulations and minimizes paper waste.
  • Track Printing Usage: Gain valuable insights into printing habits with detailed reporting features. Identify high-volume users to control printing costs and promote responsible printing practices.

Sustainability: Printing with Purpose

We all know printing is essential, but it shouldn't come at the expense of our planet. The good news is there are plenty of ways to promote sustainable printing practices in your coworking space! By implementing these eco-friendly habits, you can not only reduce paper waste and your environmental footprint but also potentially save money on printing costs.

  • Promote Eco-Friendly Practices: Encourage double-sided printing and educate members about responsible printing habits.
  • Partner with Eco-Conscious Recycling Services: Ensure proper paper waste disposal to minimize your environmental footprint.
  • Pull Printing: Pull printing, also known as "follow-me printing," is a fantastic way to reduce unnecessary and forgotten printouts in any office environment, but especially in coworking spaces.
  • Scanning instead of copying: Copying creates a new physical copy, increasing paper consumption. Scanning digitizes existing documents, eliminating the need for unnecessary paper use.

The ezeep Blue & Spacebring Advantages

By combining the power of ezeep Blue print management software with Spacebring coworking space management platform, you create a holistic solution for your space.


  • Saved Time: Automatically set up printing for new members with ezeep - Spacebring integration, saving time on manual configuration.
  • Effortless Print Management: Streamline printing workflows for members and staff alike.
  • Reduced Costs: Control printing spend with report feature.
  • Simplified Billing: Automatically bill printing costs on member invoices generated by Spacebring, eliminating manual work and ensuring accuracy.
  • Flexible Printing Options: Let members print from any device (laptops, phones, tablets) without drivers, boosting convenience and productivity.
  • Enhanced Security: Ensure secure printing with user authentication.
  • Improved Sustainability: Promote environmentally friendly printing habits.
  • Increased Member Satisfaction: Offer a convenient and efficient printing experience.

Ready to unlock a smoother printing experience in your space? Contact ezeep Blue and Spacebring today to learn more about our solutions and how we can help you optimize your operations.

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