Future of Business Printing Whitepaper

Executive Summary

The business printing landscape is undergoing significant transformation. While total print volumes continue their gradual decline, the nature of print is evolving. Organisations are moving from high volume, low value printing to lower volume, high value output. This whitepaper examines the key trends, technologies, and strategies that will define business printing through 2030.

Key Findings:

Hybrid work has reduced office print volumes by 25-40%, but home printing has increased
Cloud printing adoption will reach 70% of businesses by 2027
Sustainability is now a top three procurement criterion for 65% of Australian organisations
AI powered print management will reduce waste by 30-40% in early adopter organisations
Managed Print Services (MPS) market is projected to grow 8.5% annually through 2030

1. Market Overview

Global Print Market Size

The global print market remains substantial despite digital transformation. The business printing segment (excluding consumer and commercial print shops) represents approximately $80 billion annually, with the Asia Pacific region showing the strongest growth.

Region	Market Size (USD)	Growth Rate
North America	$28 billion	-2.5% annually
Europe	$24 billion	-1.8% annually
Asia Pacific	$22 billion	+3.2% annually
Rest of World	$6 billion	+1.5% annually

Australian Market Context

The Australian business print market is valued at approximately $2.3 billion, comprising equipment, consumables, and services. While mature markets like Sydney and Melbourne show declining volumes, regional Australia and specific sectors (healthcare, education, legal) maintain steady demand.

Australian Print Statistics:

Average pages per employee: 8,500 per year (down from 12,000 in 2019)
Colour print ratio: 28% of all pages (up from 22% in 2019)
MPS adoption: 45% of businesses with 50+ employees
Cloud printing: 35% adoption rate (projected 70% by 2027)

2. Key Industry Trends

Hybrid Work Impact

-35%

Average reduction in office print volumes since 2020. However, distributed printing across multiple locations presents new management challenges.

Colour Printing Growth

+27%

Increase in colour pages as a percentage of total output. While volumes decline, the value per page increases.

A3 Format Decline

-45%

Reduction in A3 printing as digital displays replace printed charts and presentations.

Security Incidents

+62%

Increase in print related security incidents reported, driving demand for secure print solutions.

The Shift to Value Over Volume

Businesses are moving away from printing everything to printing strategically. This manifests in several ways:

Quality over quantity: Fewer pages, but higher quality output for client facing materials
Digital first workflows: Print only when necessary, with most document review happening on screen
Specialised applications: Growth in labels, packaging, and promotional printing while general office printing declines
On demand production: Just in time printing replacing stockpiled materials

"We have seen a fundamental shift in how organisations think about print. It is no longer about having a printer on every desk, but about having the right print capability available when and where it adds value." - Industry Analyst, Gartner

3. Technology Developments

Cloud Printing

Cloud based print management represents the most significant technological shift in enterprise printing. Benefits include:

Reduced on premises infrastructure and IT overhead
Seamless support for hybrid and remote workers
Simplified management across multiple locations
Real time analytics and reporting
Automatic software updates and security patches

Artificial Intelligence in Print

AI is transforming print management through:

Predictive Maintenance

Machine learning algorithms analyse device telemetry to predict failures before they occur, reducing downtime by up to 40% and enabling proactive service scheduling.

Intelligent Print Policies

AI driven systems can automatically route jobs to the most cost effective device, suggest duplex or mono printing based on content analysis, and identify wasteful printing patterns.

Automated Supply Management

Smart systems track consumable usage patterns and automatically order supplies, ensuring optimal stock levels without human intervention.

Technology Adoption Timeline:2024-2025Cloud print management reaches mainstream adoption. AI powered analytics become standard in enterprise MPS.
2026-2027Zero Trust print security becomes mandatory for regulated industries. Predictive maintenance achieves 90% accuracy.
2028-2030Autonomous print fleet management. Full integration with digital workflow platforms.

Mobile and BYOD Printing

The proliferation of mobile devices demands flexible printing options. Modern solutions must support:

Native iOS and Android printing without apps
QR code based printer discovery
Secure guest printing with authentication
Email to print for external collaborators

4. Sustainability and Environmental Impact

The Green Print Agenda

Environmental considerations are now central to print strategy. Organisations face pressure from multiple directions:

Regulatory: Mandatory sustainability reporting and Scope 3 emissions tracking
Customer: B2B buyers increasingly require supplier sustainability credentials
Employee: Staff expect employers to demonstrate environmental responsibility
Investor: ESG metrics influence funding and valuations

Environmental Impact of Printing

Factor	Impact	Mitigation Strategy
Paper Production	4% of global energy consumption	Recycled paper, managed forests, reduced consumption
Toner/Ink	Petroleum-based, non biodegradable	Bio based toners, cartridge recycling programs
Energy Use	Standby power consumption	Auto off features, energy efficient devices
E-Waste	Printers in landfill	Leasing models, manufacturer take back programs

Sustainable Printing Practices

Right sizing: Matching equipment to actual needs reduces energy and consumable waste
Default settings: Duplex and mono defaults can reduce environmental impact by 40%
Managed services: Leasing with service agreements ensures proper disposal and recycling
Carbon offsetting: Some providers offer carbon neutral print programs
Digital alternatives: Reducing unnecessary printing through workflow digitisation

Sustainability Metrics: A typical 100 person office can save 250,000 sheets of paper annually (30 trees), 2.5 tonnes of CO2, and $15,000 by implementing sustainable print practices.

5. Security in the Modern Print Environment

The Expanding Threat Landscape

Printers are often overlooked in security planning, yet they present significant vulnerabilities:

Network entry point: Unsecured printers can provide access to the broader network
Data storage: Hard drives retain copies of printed documents
Output tray exposure: Sensitive documents left uncollected
Firmware vulnerabilities: Outdated firmware may contain exploitable flaws

Security Best Practices

Device Security

Regular firmware updates and security patches
Encrypted hard drives with secure erase capability
Disabled unused protocols and ports
Certificate-based authentication

Print Job Security

Secure Print / Follow Me requiring user authentication at device
End to end encryption of print jobs
Automatic deletion of uncollected jobs
Watermarking and tracking for sensitive documents

Management Security

Role based access control for administration
Comprehensive audit logging
Integration with SIEM platforms
Regular security assessments

      Compliance Considerations: Industries with regulatory requirements (healthcare, finance, legal) must ensure print infrastructure complies with standards like HIPAA, PCI DSS, and Privacy Act requirements.
    

6. The Role of Managed Print Services

MPS Market Growth

Managed Print Services continues strong growth as organisations seek to reduce complexity and optimise costs. The global MPS market is projected to reach $60 billion by 2030, driven by:

Desire to convert capital expenditure to operational expenditure
Shortage of internal IT resources for print management
Need for advanced analytics and reporting
Security and compliance requirements
Sustainability commitments requiring professional management

MPS Evolution

MPS Generation	Focus	Key Characteristics
1.0 (Basic)	Device management	Break fix service, supplies replenishment
2.0 (Optimised)	Fleet optimisation	Assessment, consolidation, standardisation
3.0 (Strategic)	Workflow integration	Business process improvement, document management
4.0 (Intelligent)	Digital transformation	AI driven automation, predictive services, hybrid support

Selecting an MPS Provider

Key evaluation criteria include:

Local service capability: Response times and technician availability
Technology platform: Cloud based management, analytics quality
Financial stability: Provider viability over contract term
Industry expertise: Understanding of sector specific requirements
Flexibility: Ability to scale and adapt as needs change
Sustainability credentials: Environmental programs and certifications

7. Future Outlook

2025-2030 Predictions

Print Volume Trajectory

Office print volumes will continue to decline at 3-5% annually, but the decline will moderate as organisations reach a natural floor of essential printing. Some sectors (legal, healthcare, education) will maintain higher volumes due to regulatory and practical requirements.

Technology Convergence

Printers will become increasingly integrated with broader workplace technology ecosystems. Expect to see:

Deeper integration with Microsoft 365, Google Workspace, and other productivity platforms
Voice activated printing through smart assistants
Augmented reality support for maintenance and troubleshooting
Blockchain based document authentication and tracking

Service Model Evolution

The shift from product to service will accelerate. Subscription based "Print as a Service" models will become dominant, with customers paying for outcomes (pages, documents) rather than equipment.

"By 2030, we expect 80% of enterprise print will be delivered through as a service models. Organisations will no longer think about buying or leasing printers, they will simply subscribe to print capability." - IDC Research Director

Sustainability Imperative

Environmental considerations will move from "nice to have" to mandatory. Carbon-neutral printing, circular economy models, and comprehensive sustainability reporting will be baseline expectations.

8. Recommendations for Business Leaders

Strategic Priorities

Assess your current state: Conduct a comprehensive print audit to understand volumes, costs, and pain points. You cannot optimise what you do not measure.
Embrace cloud: Migrate to cloud based print management to support hybrid work, reduce infrastructure costs, and gain better visibility.
Prioritise security: Treat print infrastructure as part of your security perimeter. Implement secure print, encrypt data, and maintain devices.
Set sustainability goals: Establish measurable targets for print reduction, recycled content usage, and carbon impact.
Consider managed services: Evaluate whether internal management or MPS better serves your needs, considering total cost and strategic value.
Plan for change: Build flexibility into contracts and infrastructure to adapt as technology and work patterns evolve.

      Action Checklist:
      Complete print environment assessment (Q1)
Establish baseline metrics and KPIs
Develop 3 year print strategy aligned with business goals
Evaluate current provider/approach against modern alternatives
Set sustainability targets and measurement framework
Review and update print security policies

    

Conclusion

Business printing is not disappearing, but it is transforming. Success in this evolving landscape requires strategic thinking, technology investment, and partnership with capable service providers. Organisations that proactively adapt their print strategies will achieve significant cost savings, improved security, and better environmental outcomes.

The winners will be those who view print not as a necessary cost to be minimised, but as a strategic capability to be optimised.

The Future of Business Printing: Trends, Technologies, and Transformation