The Evolving Role of Business Printing

In my blog posted last November, I noted that each year we print around 2.8 trillion pages. This clearly illustrates that printing remains critically important for global companies, though its role has evolved significantly with the advent of digital technology.

What makes printing such an important part of the business world? Here are just some of the requirements printed documents continue to address:

• Operational Needs: Despite the digital shift, printed materials are still necessary for daily operations in many businesses. This includes internal documents, manuals, labels, packaging, and invoices.
• Accessibility and Usability: Printed materials can be more accessible for certain populations, including the elderly or those without reliable access to digital devices. They also don’t require electronic devices to be read, which can be advantageous in certain environments.
• Professionalism and Formality: Printed materials are often perceived as more formal and professional, especially in business settings. This is particularly true for items like business proposals, reports, and formal invitations.
• Regulatory Compliance and Legal Requirements: Many industries are bound by regulations that require printed documentation for compliance purposes. Legal documents, contracts, and other official records often need to be printed and physically stored.
• Marketing and Branding: Printed materials such as brochures, flyers, business cards, and posters are essential for marketing efforts. They provide a tangible way for companies to reach their audience and leave a lasting impression.
• Cultural and Regional Preferences: In some regions and cultures, printed materials are still preferred over digital formats. Companies operating in these areas must cater to local preferences and practices.
• Security and Confidentiality: Printing can offer a higher level of security for sensitive information. Physical documents are less susceptible to cyber threats, making them ideal for confidential information.
• Backup and Redundancy: Printed documents serve as a backup in case of digital failures or data loss. Having physical copies ensures that critical information is preserved even if digital systems are compromised.
• Environmental Considerations: While digitalization is often seen as more environmentally friendly, responsible printing practices using sustainable materials can also minimize environmental impact. Some businesses prioritize sustainable printing methods to align with their environmental goals.
• Innovation and Customization: Advances in printing technology have allowed for high levels of customization and innovation. Companies can produce personalized marketing materials, on-demand printing, and unique packaging solutions that enhance customer engagement.

Overall, while digital transformation is reshaping how businesses operate, printing retains a crucial role in ensuring regulatory compliance, operational efficiency, effective marketing, and meeting regional preferences and cultural norms.

Okay, print is still required. But is there a way we can print less?

Global companies can implement several strategies to reduce their reliance on printing while maintaining efficiency and compliance. Here are some ideas to consider:

1. Embrace Digital Documentation and Signatures: Use digital document management systems (DMS) to store, share, and manage documents electronically. You can also implement electronic signature solutions to reduce the need for printing contracts and agreements.
2. Initiate Paperless Meetings: Utilize digital collaboration tools like Microsoft Teams, Slack, or Zoom for meetings and collaboration. Encourage the use of tablets or laptops for taking notes during meetings.
3. Leverage Cloud-Based Storage and Collaboration: Use cloud storage services like Google Drive, Dropbox, or OneDrive to share and collaborate on documents as well as version control systems to track document changes and reduce the need for printing multiple versions.
4. Implement Print Policies: Set print quotas for employees to limit the amount of printing. You can also configure printers to default to double-sided printing to reduce paper usage and restrict color printing to essential documents only.
5. Promote Digital Communication: Encourage the use of email and instant messaging for communication instead of printed memos and letters. Distribute company newsletters and bulletins electronically (for example, via email or on a company portal).
6. Digitize Records and Archives: Scan existing paper records and archives to digital form to reduce the need for physical storage and printing. You can also implement electronic invoicing and billing systems for departmental chargeback as a way to reduce paper use.
7. Training and Awareness: Train employees on the benefits of going paperless and how to use digital tools effectively. Run internal campaigns to raise awareness about the environmental and cost benefits of reducing printing.
8. Apply Sustainable Printing Practices: For example, use recycled paper for essential printing to minimize environmental impact and implement eco-friendly printing practices, such as using soy-based inks and energy-efficient printers.
9. Optimize Document Layouts: Design documents to use less paper by optimizing margins, fonts, and spacing. Encourage the use of print preview to avoid unnecessary prints.
10. Embrace Mobile Device Integration: Use mobile apps for accessing and signing documents on-the-go, reducing the need for printed copies. Integrate mobile devices into digital workflows for tasks like expense reporting and project management.
11. Outsourcing Non-Essential Printing: Use print-on-demand services for marketing materials and other documents that are not needed immediately. Outsource printing tasks to third-party services that can handle bulk printing more efficiently.

By implementing such strategies, global companies can significantly reduce printing – leading to cost savings, improved efficiency, and a reduced environmental footprint. These are just a few ideas to get you thinking. If you have ideas of your own you’d like to discuss or want advice from our team of enterprise document experts, contact your local LRS office and we’ll be only too happy to help.