The Decline of Office Printing

The Decline of Office Printing — And How Smart Businesses Are Responding

For decades, printing was a defining feature of the office environment. Hallways were anchored by large multifunction copiers, entire workflows revolved around paper, and companies routinely invested tens of thousands of dollars into hardware that was expected to last for years.

But the modern workplace has changed—and so has the role of print.

A Shift Driven by Digital Transformation

Digital communication, cloud storage, and collaboration tools have dramatically reduced the need to print. Employees share documents instantly through platforms like Teams, Drive, and Slack. Contracts are signed electronically. Even formerly print-heavy departments—like HR, finance, and legal—have embraced fully digital processes.

The result?Office print volumes have declined year over year, and most organizations no longer require the level of in-house print infrastructure they once did.

The New Reality: Big Multifunction Copiers Are No Longer Essential

Historically, businesses believed owning or leasing large, high-capacity multifunction copiers (MFDs) was a necessity. But today, that assumption is being challenged.

More businesses are discovering that they simply don’t print enough to justify the expense of:

• High monthly lease payments

• Meter charges

• Service contracts

• Toner replacement

• Maintenance and downtime

• Space and energy consumption

In many cases, the device sits under-utilized—an oversized solution for a declining need.

A Smarter Approach: Right-Sizing Print Infrastructure

Forward-thinking companies are shifting away from large, expensive copiers and instead choosing:

• Compact, affordable desktop printers

• Simple scan-centric devices

• Cloud-connected light-duty MFPs

• Pay-as-you-go solutions

• Managed print models based on actual usage, not theoretical volume

This approach aligns print resources with real demand—not habits from ten years ago.

Outsourcing Complex Print Jobs Makes More Sense Than Ever

When organizations do need advanced print capabilities—such as large format, color-critical materials, booklets, or high-volume runs—outsourcing to local print shops has become the more logical option.

Why?

• No need for specialized in-house equipment

• No ongoing costs for rarely used features

• Higher quality output

• Professional finishing options

• Fast turnaround times

• Cost-effective for infrequent, complex jobs

Rather than investing in capabilities they only need a few times a year, companies are choosing to pay for those services only when required.

The Bottom Line: Printing Isn’t Dead—It’s Becoming Smarter

Printing in the office isn’t disappearing—it’s evolving. The businesses that thrive in this new environment are the ones recognizing that:

• Print demand is declining

• Big copiers aren't always necessary

• Agility and cost-efficiency matter more than traditional workflows

• Outsourcing specialized projects is often the best option

• The future of office infrastructure is lean, flexible, and digital-first

As this shift continues, companies that right-size their print strategy today will be better positioned to reduce costs, simplify operations, and support a modern, hybrid workforce.