Making hardware work for hybrid

While return-to-office mandates have dominated the news cycle in recent years, remote and hybrid employees continue to make up almost half of today’s workforce. When it comes to enhancing hybrid work and improving the employee experience, software is often the first thing that comes to mind. And though process automation solutions, project management systems, and communication tools are all essential to improving the hybrid work experience, there is often an overlooked element in the hybrid work strategy — hardware.

Here are five ways to modernize your hardware solutions and increase the productivity of your hybrid workforce.

#1. Prioritize modern device refresh cycles

Ricoh engaged with IDC, the premier global market intelligence firm, to survey leading management professionals across industries and found that 43% of participants named hardware and peripheral devices to support flexible work as their top investment.

In fact, hybrid hardware solutions took the top three investment priorities with security ID management at 38% and smart meeting room management solutions at 35%. Respondents also illuminated the ongoing need for secure multifunction printer (MFP) capabilities and support as printing, faxing, copying, and scanning remain core business functions in almost every organization.

#2. Invest in smart meeting infrastructure

Modern devices equipped with fast and secure connections are essential for accessing cloud-based applications, collaborating in real time, and supporting efficiency. According to a recent study by Gartner, organizations that invested in modern IT hardware saw a 20% increase in employee productivity. ¹

When IDC asked participants how they were investing in creating seamless work environments, 41% identified video conferencing solutions and smart meeting rooms as their number one priority, with team collaboration solutions following at 34%. Advanced conference solutions — like A/V tools, digital whiteboards, and screen sharing — enhance the quality of virtual meetings to make interactions more natural and engaging, improving the employee experience and, consequently, the customer experience.

#3. Deploy hardware with built-in compliance and workflow

According to the IDC survey results, 32% of top leaders named Intelligent Document Processing (IDP) as the third most important investment in optimizing hybrid work. Today’s MFPs can integrate with various digital tools and software, such as document management systems, to offer intelligent document handling and storage. They also offer security solutions which are crucial for maintaining data protection and compliance.

As the number of remote and in-office employees fluctuates, modern MFPs can adapt to varying workloads to increase the efficiency of multifaceted work environments. Additionally, they can be scaled to meet the needs of growing businesses.

#4. Include hardware protocols in the broader security strategy

Security is a critical concern for organizations adopting hybrid work models. In the IDC survey, poor security protocols for information sharing took the number one spot (52%) as the main impediment to offering equal access to key systems and technologies across locations in a hybrid work model.

With employees accessing sensitive company data from various locations, robust hardware security features like biometric authentication, encryption, and secure boot processes help protect against unauthorized access and data breaches. Moreover, hardware-based security solutions can complement software security measures, providing a multi-layered defense against cyber threats.

#5. Treat hardware as a strategic enabler, not an afterthought

Organizations that invest in reliable and advanced hardware are better positioned to reap the benefits of hybrid work, including increased flexibility, employee satisfaction, and operational efficiency. And as hybrid work continues to evolve, the importance of hardware in supporting this model will only trend upwards.

While software may get all the press, hardware may be the real star. By enabling seamless connectivity, facilitating collaboration, enhancing productivity, and ensuring security, high-quality hardware provides the foundation for a robust, efficient, and secure hybrid work environment.