Hybrid cloud print solutions have become increasingly popular in recent years, but there is still reticence among some SMEs to make the leap from on-premise solutions – but these barriers can be overcome and resellers have a crucial role to play in this.
Since the COVID-19 pandemic hit five years ago, many businesses have embraced digitalisation and cloud-based solutions as more of the workforce now work outside of the office for at least some of the week and need to be able to work and communicate as effectively as if they were in the office.
As part of this, hybrid cloud print solutions have become more popular. Indeed, as Stuart Miller, director UK&I at Canon Channel Partners, notes, recent research from Quocirca revealed that 74% of businesses are now using a mix of on-premise and cloud-based solutions.
“Across sectors, we are seeing businesses adopt a hybrid approach to the cloud to enhance integration across both print and digital environments,” he says.
Ian Fox, UK channel solutions and services specialist at Xerox, agrees that the increase in remote and hybrid working has significantly increased the popularity of hybrid cloud print solutions in recent years. “IT managers can struggle to deliver secure and functional print to their hybrid workers when using traditional solutions, so demand is growing,” he says.
“I wouldn’t say that demand is driven by sector, but more by working practices and policies that organisations adopt. These tend to drive the need as users request access from multiple locations.”
Graham Foxwell, product marketing lead at Kyocera Document Solutions UK, agrees that hybrid cloud print options, which use both public and private cloud, are becoming more popular. “These solutions offer unparalleled flexibility, scalability, and enhanced security, making them particularly attractive to sectors such as education, finance, housing associations, pharmaceutical and healthcare, education and government, where strong data security and compliance are paramount,” he says.
Cameron Mitchell, business leader for Indirect Channel at Konica Minolta Business Solutions (UK) Ltd, agrees that sectors that place a premium on security and compliance, including legal, healthcare, and education, have shown the strongest interest. “That being said, industries across the board are beginning to recognise the benefits, especially those with mixed operational environments,” he adds.
Kerry Rush, product marketing manager at Sharp UK, adds that while demand spans multiple sectors, Sharp is seeing particularly strong uptake in industries with hybrid and remote workforces, such as professional services. “These sectors benefit from the ability to manage print environments centrally while ensuring secure and convenient access for users across multiple locations,” she says.
Connor Sadik, sales director of bakergoodchild, notes that traditionally, sectors like finance, healthcare and legal led the way because of their strict compliance and security requirements. “But now, adoption is happening across the board including SME’s because companies of all sizes see the benefits of combining physical and digital communication,” he says.
“Consumer expectations have shifted, and businesses need to adapt. Print is no longer a standalone channel; its becoming part of a broader, data-driven strategy. Hybrid cloud solutions allow businesses to manage mail remotely, integrate with digital workflows, and scale output without heavy infrastructure investment. It’s about giving businesses the flexibility to send the right message, through the right channel, at the right time.”
Trends
As hybrid cloud print solutions grow in popularity, customer requirements and expectations are changing.
“As organisations migrate more of their systems towards a cloud model, we see changes in customer demand,” says Ian. “Zero trust environments can make it challenging to deploy queues to users, so the solution must contain deployment capabilities that allow drivers to be managed, deployed and updated centrally.
“Security is a key concern, and clients should look for solutions that can offer firmware, password, and policy management of the fleet to ensure that their MPS solution is not the weakest link in their security chain.”
Graham adds that the market is witnessing a significant shift towards serverless print solutions, cloud print management, and cloud-based managed print services. “As customer demands evolve, there is a growing focus on sustainability, enhanced security, and AI-driven document and information management analytics,” he says.
Cameron agrees that there is also a growing focus on sustainability, with customers looking for solutions that reduce the environmental impact of printing.
There is also a growing expectation among businesses that their employees will be able to access and collaborate on documents regardless of their location and the device they are using, adds Stuart. “As more cloud solutions become available, businesses will become more selective, looking for software that is compatible with hybrid, multi-vendor fleets, and offer maximum flexibility as businesses continue to change and evolve,” he says.
“Also while the adoption of cloud solutions continues to rise, so too does the installation of multi-vendor print servers. This trend demonstrates that in the age of flexibility, hybrid workflows will continue to provide businesses with a flexible foundation that enables them to readily adapt to new technologies.”
As a service
Subscription models are also becoming more popular. Kerry says that a big trend is the shift towards print-as-a-service models. “Businesses are looking for scalable, subscription-based solutions that reduce capital expenditure and simplify IT management,” she says. “This is particularly attractive for SMEs that want enterprise-level capabilities without the burden of maintaining on-premise print infrastructure.
“Security and compliance are also major drivers. With more organisations operating hybrid and remote work models, businesses need solutions that ensure secure printing across multiple locations. Features such as zero trust security models, encryption and secure print release are becoming essential requirements.
“Unsurprisingly, sustainability is still a hot topic. Companies are under growing pressure to reduce their environmental impact, and hybrid cloud print solutions help by optimising print usage, reducing paper waste, and lowering energy consumption. Many businesses are also exploring carbon-neutral printing solutions to align with their businesses’ ESG goals.”
Rachel Banks, head of product management at Apogee Corporation, notes that hybrid cloud is less of a destination than an interim approach adopted by organisations facing limitations around moving print fully into the cloud where they ideally want all functionality “as-a-service”.
“What we see are more organisations opting for an IaaS (infrastructure-as-a-service) approach so they can retain all the print features they are used to, but without the on-premises costs and resource implications. Customers mostly want to be free of the need to manage and maintain on-premises infrastructure and ultimately want to move print into the cloud like all their other applications, so they can achieve cost-savings.”
Overcoming perceived barriers
But while hybrid cloud print solutions are gaining in popularity across a range of sectors, for some SMEs there are nevertheless perceived barriers to adopting such solutions. But these can be overcome.
“For many SMEs, the biggest barriers are perception-based concerns around cost, security and how it will integrate with existing systems,” says Connor.
Kerry adds that one of the main concerns is complexity. “SMEs often worry about the technical challenges of integrating cloud-based print solutions with their existing on-premise systems,” she says. “However, modern hybrid cloud solutions are designed to be user-friendly, with seamless deployment, automated updates and minimal disruption to operations.
“Security is another key consideration. Businesses want reassurance that their print data remains protected, particularly when working across multiple locations. That’s why Sharp’s solutions prioritise robust security measures, including data encryption and compliance with industry standards.
“Cost is also a factor, but hybrid cloud printing can actually reduce long-term expenses by minimising reliance on costly on-premise infrastructure, streamlining IT management, and improving efficiency.”
Stuart adds that when it comes to addressing these barriers, business leaders must understand that successful migration requires a level of investment from all employees, particularly in terms of data protection. “It is crucial that all staff are trained in the security of cloud-based systems, and understand how to maintain cyber hygiene when working between on-premise and cloud environments,” he says.
Right partner
Ian adds that the difficulty in integrating will depend upon the solution being adopted. “Many rely on onsite agents that must be managed and maintained at each local network, increasing the burden on already overstretched IT teams,” he explains. “This can be challenging in shared or temporary working spaces where a third party owns the network infrastructure. When used with the latest Xerox hardware, our latest cloud solution, XWC, removes the need for these agents, instead it uses IoT technologies to allow the device to communicate directly with our cloud solution, removing the reliance on agents and simplifying infrastructure requirements.”
Graham says that integrating hybrid cloud print solutions can be challenging, particularly without the right partner. “Common obstacles include data security concerns and the complexity of managing multiple cloud environments, especially for SMEs,” he says. “This is where a knowledgeable and experienced partner becomes essential. As a managed service provider with expertise in cloud, security, and print, Kyocera Document Solutions UK understands these challenges and is dedicated to guiding customers through the integration process smoothly.”
Rachel agrees that the difficulties of integration into a smart ecosystem of services depend on the organisation and what its purpose is when moving away from an on-premises approach. “Migrating to a print server in a private cloud presents a few hurdles to jump such as implementation of internal governance processes,” she says. “For large businesses with significant cloud maturity, integration is easier.
“SMEs may feel they lack IT resources to be managing any infrastructure in the cloud – as is necessary in a hybrid cloud set-up – but MSPs should be able to overcome such concerns. Similarly, if organisations want to increase security through zero trust implementation, that adds complexity but is also achievable.”
Reseller conversations
With talking about hybrid cloud print solutions to SME customers, resellers should consider various factors, which can help to overcome any barriers customers may perceive.
“Resellers need to be able to communicate the numerous benefits of the hybrid approach,” says Ian. “These include enhanced flexibility for end users, reduced support tickets, cost savings, enhanced security and improved productivity. They also need to ensure they guide the client to well established, enterprise capable solutions, including a choice of data centre locations to enhance compliance with GDPR and data sovereignty requirements.”
Rachel adds that total transparency is required. “Resellers should advise that moving print into the cloud or a hybrid solution should not be all about cost-saving,” she says. “For some organisations, cloud is not likely to realise all the advantages of scalability and flexibility they want, so a hybrid approach, or even a return to on-premises may be better.
“Organisations also overlook the ongoing costs of maintenance and management in the cloud. Resellers can make recommendations about what is best once they have completed full audits of each customer’s usage patterns, infrastructure and understand their future requirements.”
Kerry says that resellers should focus on four key areas: flexibility, cost efficiency, security and sustainability. “Flexibility is a major advantage,” she says. “Many businesses are in different stages of their cloud journey, so hybrid cloud printing allows them to modernise at their own pace, retaining some on-premise infrastructure while benefiting from cloud-based efficiencies. Resellers should emphasise how these solutions integrate seamlessly with existing IT environments and support hybrid working models.
“Second, cost efficiency is a strong selling point. Businesses are increasingly looking to reduce their reliance on expensive, high maintenance on-premise print infrastructure. A hybrid cloud approach minimises the need for dedicated print servers, reduces IT overhead, and enables more predictable, subscription-based pricing models.
“Third, security remains a top priority. Resellers should highlight features such as end-to-end encryption, secure print release, and zero trust authentication to address concerns around data protection and compliance. Many organisations, particularly in the aforementioned finance and healthcare sectors, need reassurance that their print environments remain secure even when accessed remotely.
“Finally, sustainability is becoming a key decision-making factor. Businesses are looking for ways to reduce waste, optimise print usage, and lower energy consumption. Resellers should demonstrate how hybrid cloud print solutions can help meet ESG goals by enabling print tracking, reducing unnecessary printing, and supporting carbon-neutral initiatives.”
Education and support
Cameron says the role of the reseller is vital when it comes to educating the market about hybrid print solutions and specifying the best solution architecture for their customer’s current and future needs. “SMEs in particular will undoubtedly voice concerns about the resources required to manage on-premise infrastructure and cloud environments, as well as wanting assurance relating to date security and regulatory compliance adherence,” he adds.
“Then there are the issues of the perceived complexity and cost associated with transitioning from existing systems to a new hybrid solution. But with the correct guidance, it is possible to overcome these hurdles.”
Stuart adds that technology partners play a critical role in addressing the knowledge gap that can often be found in SMEs and empowering businesses in their transition to a hybrid cloud environment.
“Supported by Canon, partners can match businesses with cloud solutions that complement their existing workflow – providing real-time visibility, streamlining integration, and tightening security with features such as zero-trust architecture,” he says.
“Canon also works closely with partners to provide customers with expert consultation in hybrid cloud printing, helping them to upskill staff and ensure best practice is maintained long after initial migration.”
Growing popularity
It is expected that hybrid cloud print solutions will continue to gain in popularity in the coming years. “Hybrid cloud print is part of a bigger shift towards flexibility, automation and data-driven communication,” says Connor.
“As digital and physical channels continue to merge, businesses will need solutions that allow them to move seamlessly between the two. Print will always have a place, but its role is evolving it’s becoming more targeted, personalised and integrated with digital workflows.
“Looking ahead, we expect to see even more advancements in AI-driven print automation, real-time analytics and multi-channel customer journeys. Businesses that invest in hybrid cloud print now will be in a strong position to deliver smarter, more impactful communications whether that’s in an inbox or a mailbox.”
Ian adds that cloud technologies heavily impact our daily lives. “The potential benefits are clear,” he says. “Demand for our hybrid cloud offerings is growing significantly as organisations realise the benefits of this low-touch SaaS model.”
Significant opportunities
Cameron says that hybrid cloud print solutions present significant opportunities for businesses and resellers. “As customer needs evolve and the market expands, these solutions will play an increasingly important role in supporting digital transformation efforts,” he says.
Graham agrees that the popularity of hybrid cloud print solutions will continue to grow. “This growth will be driven by ongoing digital transformation and the increasing need for flexible, secure and scalable print solutions,” he says. “By addressing integration challenges head-on and emphasising the substantial benefits, our channel partners can help customers adopt the right hybrid cloud print solutions, ensuring a smooth transition and long-term success.
“The future of hybrid cloud print solutions is bright. With the right approach and support, businesses can leverage these solutions to enhance their operations and stay ahead in an increasingly digital world.”
Kerry also believes that hybrid cloud print solutions will continue to grow in popularity as businesses prioritise flexibility, cost efficiency and security. “With hybrid and remote work now the norm, organisations need scalable print solutions that reduce reliance on physical infrastructure while enabling secure, seamless access from anywhere.”
Meanwhile Rachel believes full cloud will become more popular. “Since hybrid cloud prints services are an interim solution for most organisations, we can expect to see movement towards full cloud adoption as cloud-based software is continuously evolving to be more stable and feature-rich, in order to meets all customer/end user expectations,” she says.
“On the other hand, we can see some organisations who were early cloud-adopters circling back to on-premises. For these customers cloud has not proved as cost-effective or flexible as they had anticipated. It is vital to realise there is no single approach that fits every need – it depends on each organisation’s unique requirements.”
