Back

The Future of Office Printing: Why Print Devices Still Matter in a Digital World

As digitisation continues to revolutionise the modern workplace, it might seem reasonable to assume that print devices are becoming obsolete. However, nothing could be further from the truth. Print infrastructures are not only surviving but evolving, playing a crucial role in the journey towards digitisation and the automation of document workflows, which is why IT and Facilities Managers are wise to include intelligent print devices in their digitisation strategies.

The Need for Print Devices in a Digital World

Recent research highlights the importance of Managed Print Services (MPS) in accelerating digitisation efforts. According to a Quocirca report, over two-thirds (69%) of organisations using MPS are fast-tracking their digitisation plans, compared to just 40% of those not utilising MPS. Additionally, almost two-thirds (65%) of IT decision-makers consider it extremely or very important that their print suppliers also provide business process automation.

Despite the push towards digital, many organisations will continue to rely on printing. While 46% of those accelerating digitisation expect a reduction in print volumes by 2025, 38% foresee an increase. This underscores the ongoing transition to a ‘less-paper’ rather than a fully paperless office.

Why Printers Are Vital for Digitisation

Every organisation has unique needs, but physical documents remain essential in many scenarios. Striking the right balance and designing a print infrastructure that supports the digital journey is key to a successful digitisation strategy.

Modern multifunctional printers are no longer just paper-based devices. They have transformed into versatile, programmable digital tools. When used strategically, these devices add significant value by optimising business operations and enabling more flexible ways of working.

Cloud-enabled devices, such as RICOH’s IM-C range, function as powerful digital hubs. They seamlessly integrate with document workflows, allowing users to digitise and print documents as needed. Whether it’s digitising physical documents directly into automated workflows via Office 365, SharePoint, or other cloud-based applications, or converting digital documents into physical formats from any location, these devices support the entire document lifecycle.

From Cabinets to the Cloud

Are you overwhelmed by paperwork? Managing administrative tasks like accounting, onboarding, or contract processing can be time-consuming and inefficient. It’s time to streamline your paper-heavy operations with advanced document management solutions. These systems not only store documents but also categorise them intelligently for easy retrieval. They simplify, secure, and organise, turning your administrative backlog into a model of digital efficiency.

Keeping Up with Ever-Evolving Regulations

Navigating compliance amidst constantly changing data protection laws and emerging regulations can be challenging, especially without in-house specialists. Cloud-based workflow automation can play a pivotal role in ensuring compliance by streamlining processes and enforcing standardised procedures across the business.

These systems offer features like predefined rules, automated approval notifications, and audit trails, reducing human error and simplifying regulatory reporting. By embedding automation into your processes, compliance becomes a seamless part of daily operations, ensuring confidence and transparency.

Collaborating in a Hybrid Environment

The shift to hybrid work has introduced new challenges, such as ensuring secure access to documents and running efficient meetings. To overcome these challenges, equip your business with secure collaboration tools and technology that bring remote teams closer. Project management tools, document management solutions, and smart meeting room equipment can enhance collaboration, improving both the employee experience and your digital transformation journey.

Procuring Your IT and Office Equipment

With numerous suppliers and constant renewal needs, procuring IT and office equipment can be complex. Some vendors or local partners can simplify procurement by managing your supplies and automatically renewing stocks when needed. This approach saves time, reduces costs, and allows you to focus on strategic growth and innovation.

Fixing IT Issues

Technology can sometimes fail, leading to lost productivity. This is where the value of managed services and external providers becomes clear. By relying on specialists to maintain your devices, you can maximise uptime and ensure that your team remains focused on core activities. Trusting the technical details to experts keeps your operations running smoothly.

At Managed Technology, we believe that the right blend of print devices and digitisation tools can transform your business, driving efficiency, compliance, and collaboration. Our hybrid Managed Print Service offers the best of both worlds: the personalised service of a local dealer with the robust support of a national provider, ensuring that your journey from cabinets to the cloud is seamless and successful.