The Top 7 Office Technology Trends

In the pre-pandemic era, the usage of paper was gradually declining at a rate of approximately 2% per year. However, 2020 witnessed a drastic plummet of an additional 44% in paper usage. As we move through 2024, this decline is expected to stabilize at a net decrease of around 25%. Although certain print and copy volumes may not return, it is intriguing to note that most businesses still possess the same large office copiers they've had in the past. The reasons behind this phenomenon are twofold. Firstly, salespeople persistently advocate for unnecessary, overpriced machines that clients do not actually require. Secondly, managers encounter less resistance from end-users when they stick to the familiar methods that have proven successful in the past. It is widely acknowledged that change is often challenging for individuals. Nevertheless, we find ourselves venturing into a new reality.

Considering this evolving landscape, it is highly advisable for business managers to seek the assistance of document industry professionals to conduct a comprehensive workflow analysis tailored to their evolving needs. Organizations that take this step could potentially save a significant percentage, ranging from 20 to 50%, on expenses related to printing and copying. Most managed print companies are willing to perform these assessments free of charge and without any obligation, with the hope of establishing fruitful future collaborations. We, too, offer such no-obligation, no-cost analyses.

The impact of the pandemic has touched every aspect of business, leading to significant changes in workplace needs. With more than half of the workforce continuing to work remotely, businesses are now reviewing their contracts and agreements to determine which products and services require amendments, upgrades, or even elimination.

Office technology contracts for printers and copiers that involve a prepaid minimum number of prints should be prioritized for review. As copy and print volumes experienced a sharp decline in 2020, this trend is expected to continue into 2025. Consequently, most companies will not meet their print volume commitment targets, resulting in wasted expenditure.

It is crucial for organizations to review and modify maintenance and lease contracts that include minimums. By doing so, even a small fleet of 8 units can enjoy a significant monthly cost reduction ranging from 25 to 75%, potentially saving thousands of dollars each month. In light of these opportunities, organizations are encouraged to reach out to experienced office services vendors who can conduct a free, no-obligation assessment of their current print volumes in comparison to their contract minimums.

Moving forward, customers will find flexible acquisition models more appealing. No longer are the days of rigid 60-month lease agreements. We believe that unyielding 5-year leases that solely benefit the service vendor should be a thing of the past. Our extensive research indicates that customers are seeking:

• Short-term contracts ranging from 12 to 42 months, resembling subscription-based models or Hardware as a Service (HaaS) agreements.

• Service Level Agreements (SLAs) that encompass uptime and emergency response metrics, along with remedies and penalties, including the option to cancel the contract if benchmarks are not met.

• Flexible agreements that allow for technology upgrades or downgrades as usage or needs change, particularly in situations beyond our control, such as a pandemic.

• Enhancements like remote monitoring and online support, offering end-users quick access to troubleshooting assistance and automatic supply ordering.

When clauses like these are incorporated into the agreement for acquiring hardware and services from a vendor, it ensures that the vendor has a vested interest in the partnership. By knowing that clients have the option to terminate a contract due to repeated service delivery failures, vendors will become more proactive and engaged partners.

We have heard countless horror stories about copier vendors who showed no concern after convincing clients to sign non-cancellable 5-year lease agreements.

Over the past 5 years, there has been a noticeable decline of 15 to 20% in the demand for A3 or 11x17, ledger paper. Surprisingly, despite this decrease, almost every full-size office copier still possesses the ability to print on this size paper. This is not only a waste of money, but A3 devices also cost 15 to 20% more than their A4 (letter, legal) counterparts.

It's high time for organizations to reassess their needs and determine how many of their print fleet truly require this capability. A4 devices offer numerous advantages, such as their smaller footprints, lower maintenance requirements, and affordability, while still being equally durable and capable.

Furthermore, there is a significant shift towards ink-based print systems, with all major manufacturers incorporating some form of this technology in their office equipment lineup. While toner remains dominant, the benefits of ink systems are immense. They eliminate the need for heat or ozone emissions, fusers, drums, and developers, resulting in fewer moving parts and increased reliability. Moreover, they are more environmentally friendly (visit  tonersucks.com for more information).

The main obstacle ink systems face over plastic-toner-systems is consumer bias.