Google Cloud Print and Google Drive are revolutionising the way in which an office functions. Employees no longer need to be at their desk to be able to access the files and documents they need to work, and staff that work from the office or those who are out on the road can increase productivity by being able to retrieve and print the documents they need – no matter where they are based at the time – from a number of devices.
What is Google Cloud Print?
Google Cloud Print allows employees to access documents saved in Google Drive from any compatible device and send the job to a Google Cloud compatible printer no matter where they are.
A number printers and MFPs – including Lexmark and Konica Minolta, have apps or built-in features that allow for direct access to Google Drive straight from the device.
This allows users to save or retrieve files in Google Drive simply by logging into their Google account on the printer itself, which can then be printed or moved into the correct location. When it comes to scanning documents on a compatible multifunction device, this is a huge time saver, as scanned documents can be saved straight into the correct folder straight from the device and can be accessed instantly.
What is Google Drive for Business?
Google Drive is a file storage service that allows you to access, upload, share and collaborate on documents from any compatible device in the cloud. Google Drive doesn’t just store your files; as it also allows you to create, share, and manage documents – think of it as a flexible alternative to Microsoft Office.
Google Drive provides an online workplace, where shared folders allow members of your team to collaborate, without having to send one another the relevant files. Comments and edits can be made on documents and as changes are saved in the cloud, there is no need to worry about saving documents and emailing updated versions which saves a huge amount of time.
All files are accessible through your Google account and allow quick and efficient sharing that is instantaneous.
The benefits of using Google products for your business
Devices can be configured to have different levels of access and cards can be provided to staff pre-programmed with their credentials – ensuring that nobody can gain access to files they are not permitted to see. An HR department, for example, may want all staff to be able to access and print sickness forms to cut down on admin for the team, but would not want staff to see payroll details.
These Google Products offer a simple and cost-effective way for your team to stay connected, regardless of where they are. It makes a global network feel local, as no matter where they are, employees are able to login and access all the files they need.
Working in the cloud saves businesses money. The need to print out documents for meetings is significantly reduced, as documents can be accessed from a laptop or mobile device from any location, saving your business money on paper and toner costs.
IT costs are also reduced, as the cloud stores all your documents securely – meaning there is less need for storage space on office servers and devices. Replacing printers with Google compatible MFP devices makes working more efficient and because staff can check the print job on the device, they are less likely to make errors when printing documents.
Google Cloud Print is quick and easy to use. In addition to cutting down on paper and consumables, processes are streamlined, saving your business time and money as productivity increases. Many office workers are not tied to their desks 9-5 anymore, and the cloud allows them to access documents no matter where they are located quickly and easily.
For more information on the benefits of moving your business to the cloud, get in touch today.