Even as digital workflows expand, certain office equipment remains vital for productivity, security, and professional output. For small to mid-sized businesses evaluating upgrades, understanding the essential categories and what to look for in 2026 can help make informed decisions.
As hybrid work becomes the norm, employees split their time between home, office, and remote client locations. While flexibility boosts productivity, it also introduces challenges—especially when it comes to printing. Mobile printing solutions allow teams to print securely and efficiently, no matter where they are.
Hybrid employees often face obstacles such as:
Without a modern solution, these small inefficiencies can add up to lost time and frustration.
Multifunction printers (MFPs) are no longer just printers—they are powerful networked devices that scan, copy, email, and store sensitive data. Unlike standard printers, MFPs require robust security measures to protect your business from breaches, data leaks, and unauthorized access. As we move into 2026, IT leaders need to ensure their devices are equipped with modern security features.
MFPs combine multiple functions in a single device and often store documents temporarily or permanently on internal drives. They are connected to networks, email systems, and cloud services, making them potential targets for cyberattacks if not properly secured. Standard printers typically lack these capabilities, which is why relying on basic security is no longer sufficient.
To protect your organization, every MFP should include the following:
When most people think about managed print, they picture toner deliveries or fewer service tickets. But one of the biggest benefits is something much quieter: it removes the small, persistent workflow bottlenecks that slow teams down without anyone fully realizing why.
Print issues don’t always show up as big breakdowns. More often, they’re the tiny delays that stack up over time: a device that warms up slowly, mismatched print settings that force users to reprint, a queue that freezes when one job gets stuck, or a department that constantly runs out of toner because no one is tracking usage. Even a poorly placed device can waste minutes of walking time across a workday.
Individually, these problems feel minor. Collectively, they pull focus from actual work.
Keeping office equipment up to date is essential for efficiency, security, and cost control. Knowing the typical lifespan of devices such as printers, scanners, copiers, and shredders helps businesses plan upgrades proactively, avoid downtime, and maintain smooth operations.
Understanding average replacement cycles gives you a baseline for planning:
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In the fast-paced world of real estate, first impressions matter. High-quality printed materials can make the difference between a potential buyer noticing a listing—or passing it by. In-house production printing allows real estate professionals to produce brochures, flyers, signage, and promotional materials quickly, consistently, and with full control over branding.
Agents and brokerages rely on production print for a variety of materials:
Printers may seem like simple office tools, but today’s multifunction printers (MFPs) are far more advanced—and that means they also require stronger security measures. While a standard printer performs a single task, MFPs connect to your network, store data, and often integrate with cloud applications. Without proper safeguards, they can become vulnerable entry points in your IT environment.
Unlike single-function printers, MFPs combine printing, scanning, copying, and faxing into one device. To handle these functions, they use hard drives or memory storage to process and temporarily save documents. They also connect directly to business networks, allowing employees to print from desktops, mobile devices, or cloud storage.