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Why we still need Office Printers in our Paperless Offices

07 Feb 2017
Why we still need Office Printers in our Paperless Offices

Why we still need Office Printers in our “PaperLess Offices”

According to a recent survey carried out by Industry Experts IDC, people of All Ages still prefer to use Paper in their “PaperLess Office”.

So, in this Digital age, Why do we bother to print at all? do we really need office printers?

As much as electronic devices and paperless workflows are improving automation and reducing the need for paper (and therefore office photocopiers and printers), there are still many reasons why workers prefer “Real” paper documents.

Office printers and copiers allow for quick printing of physical documents have that “grab-and-go” feel that simply isn’t possible with a Digital document. Paper documents can also be easier to read than a document on a small screen and far simpler to add notes.

So, as we continue to embrace all the benefits the Digital world has to offer, the focus has been shifting towards maximising Employee Productivity to ensure each and every worker works as efficiently as possible by producing more, for less.

But the “modern office” is no longer a fixed place of work. Gone are the days of working 9.00am – 5.00pm. Ask yourself, “When did I last sit down and take a full Lunch Hour, away from my desk? “

Nowadays, thanks to the new digital innovations which have been introduced to modernise the way we all work (which as a result, have made us all far more productive), we find ourselves working in the car, at home, by the pool, on the train, anywhere, at any time of the day or night, on any day of the week.

However, some of these modern “Advancements” have their drawbacks too.

Yes, new strategies like “Hot Desking”, “Virtual Offices” and “Remote Working” have proved to be very popular with employers, as they strive to reduce their fixed overheads, whilst at the same time, maximise staff productivity.

But did you know that, according to their research, when the IDC asked workers how often they use their office printers and office copiers to print documents in their modern Digital office, 65 percent of respondents of all ages said they printed documents "very frequently.”

The study also found that teenagers are twice as likely to use office printers to print jobs that run from 6 to 15 pages, compared with employees 36 and older, who typically print 3 to 5 pages.

As a result of their research, experts are now beginning to realise that employees are more productive when surrounded by their familiar office equipment, technology and tradition physical documents produced on office equipment such as Xerox office copiers.

So, whilst mobile devices (like laptops, Smart Phones, Cloud Based Software, etc) enable people to work and stay connected almost anywhere, the majority of Flexible Office Workers questioned found scanning, copying and printing documents frustrating, time consuming and more of a challenge.

Efficiency experts have therefore acknowledged that even in our Modern Digital world people still have the need and desire to use office copiers & printers to copy, print and scan documents, no matter how old they are, no matter what role they play.

Beam me up, Scottie!

Ever since the very first edition of Star Trek, the dream of working in a paperless office still persists, but this still remains far from a reality.

The solution is mobile printing: This will allow employees to be more productive and make workflows seamless, giving employees’ new ways to accomplish tasks, more quickly and more efficiently. 

According to numerous studies by another team of leading industry experts “InfoTrends” in the US and Europe, most employees want/ need the ability to print from their mobile devices.

Mobile Printing: Maximising Productivity

The ability to print from mobile devices makes the flexible office worker more productive; all an employee needs to do to print is connect to their modern Office business machine through wifi or bluetooth, hit a few buttons from whatever device they are working on, from wherever they are and the document is printed on demand.

As far back as 2013, leading Office Equipment manufacturer Xerox UK has understood the growing need by people of all ages to print, scan and copy their documents, no matter where they are. Xerox has developed an extremely clever software package, (the award winning Xerox Mobile Print Solution) which allows anyone to print to any make of office photocopier or office printer no matter where they are in the office.

Xerox Mobile Print Software helps office workers to print what they want, when they need it, quickly, securely and without fuss from any mobile device to any brand of printer be it to a Xerox Versant 80i or to a Toshiba e-Studio 5005AC or to a Kyocera TASKalfa 2551ci or the affordable ColorQube 8580, which means that Xerox Mobile Print Software raises productivity everywhere your business takes you – whether you're out and about or simply in another part of your office.

The Xerox Mobile Print software APP takes the mystery and anxiety out of wireless and mobile printing with a truly flexible solution that's simple, convenient and secure.

Now you can be more productive wherever you are with the Xerox Mobile Print software, businesses of all shapes and sizes can help their workforce be more efficient as it combines a high level of security to ensure information stays confidential and it eliminates the need to ask others to print sensitive documents for you.

Some of the other key benefits of Xerox Mobile Print Solutions are:

Easy to use:

  • Now you can print all popular document formats (Microsoft Office Suite, PDF, etc) without losing the document formatting.
  • You can choose between a User friendly Mobile App or a simple email submission.
  • IT managers no longer need to manage a vast array of print drivers for various printers because now you can print from any mobile device, to any printer, regardless of brand.


  • Whether you're travelling, at a client's office or just away from your desk, you can quickly find the nearest enabled printer.
  • If your usual printer is busy (or being serviced, etc) you can simply print to the nearest alternative printer.


  • You control who can print, what types of documents they can print (Colour or Mono), how many documents they can print and when each document is released to the printer.
  • You choose between hosting Xerox Mobile Print software on the Cloud for greater flexibility or you can opt for an on-site setup that installs behind your firewall. Either way, it enables your I.T. staff to focus on more business critical issues that drive your main business.

So what do the Industry Experts, BLI think about Xerox’s offering which helps maximise staff productivity and reduces employee dissatisfaction?

Buyer's Lab (BLI)              

BLI named Xerox's line of document imaging solutions, including Xerox Mobile Print, their Winter 2015 Pick for 2015 Document Imaging Solutions Line of the Year. "For the second year in a row, the broad range of solutions Xerox makes available to its customers helped propel it to the front of the pack among imaging OEMs according to our judging criteria."

Buyer's Lab (BLI)              

BLI named Xerox Mobile Print Solution their Winter 2015 Pick for Outstanding Enterprise Mobile Print Solution. They noted Mobile Print Solution's ease of use and security features. "This solution is easy to use, has a great administration tool and delivers a well-designed and full-featured mobile app for Android and iOS users"

Buyer's Lab (BLI)              

BLI named Xerox Mobile Print Cloud their Winter 2015 Pick for Outstanding Small Business Mobile Print Solution. They noted Mobile Print Cloud's ability to work across multiple brands of output devices. "Xerox® Mobile Print Cloud is an excellent mobile print solution that featured the easiest and most hassle-free installation of all enterprise mobile print solutions tested to date."

Buyer's Lab (BLI)              

BLI named Xerox Mobile Print Solution their Winter 2014 Pick for Outstanding Enterprise Mobile Print Solution. They noted Mobile Print Solution's ease of use and flexibility in working with any brand of printer. "Xerox Mobile Print shines by offering compatibility with output devices from any manufacturer, a marked advantage over single-user OEM mobile print apps that work with only a subset of the maker's own devices."            


BERTL named Xerox Mobile Print Solution the best mobile print solution at the 16th annual BERTL's Best Awards, noting that the solution allows mobile workers to print directly from their mobile devices and apply printer settings at the MFP as if they were printing from their desktop. They noted that the solution provides security for sensitive documents, printing only after the user enters a confirmation code on the MFP.

Empowering the Workplace

Mobile office printing can help provide standardisation across the plethora of makes and models of office printers, copiers and plotters used in today’s offices and give employees the capabilities they expect to have in a modern digital office, no matter how unconventional the setup or where people do their work.

So, if you would like to learn more about either printing from your mobile device to working towards a PaperLess Office and you want Honest, Open advice on which Office Copier, office Printer or a Managed print service (MPS) offers the best value for money for your company, then you know who to call:

Document XL on 08456 448 600.If you demand True value for money, ongoing reliability and stunning high definition print quality, then we can deliver all of these important factors with confidence, as both Document XL and Xerox have the experience needed to support your organisation whether you’re located in Manchester or looking for photocopiers in Leeds, Rochdale or the Yorkshire Dales, we can support your company anywhere throughout the UK, across Europe and indeed throughout the world.

To see how we can help you and your business, then please contact us!


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