7 Reasons Why Office Printing Will Simply Not Go Away and Die

7 Reasons Why Office Printing Will Simply Not Go Away and Die

Many have been predicting printing in the office will die. The predictions only intensified with the advent of the iPhone in 2007. Undoubtedly, we live in a digital world, but 17 years later, we still print at the office.

In 1897, Mark Twain is said to have read his own obituary and then remarked, “The reports of my death are greatly exaggerated.”

It seems the obituaries for both Twain and the office printing were premature.

Indeed, technologies like cloud computing, artificial intelligence, and advanced communication platforms dominate the office environment. It’s easy to understand why printing and copying in the office would become obsolete. However, printing and copying remain indispensable components of office workflows. So, why does office printing persist when the technologies clearly are available to eradicate it? Several factors contribute to their enduring relevance:

1. Tangible Documentation: There’s still a need for physical copies. Printed materials offer a level of permanence that digital files cannot match. Whether it’s contracts, reports, or presentations, having a hard copy provides a sense of security and reliability.
2. Accessibility and Convenience: Not everyone has access to digital devices or is proficient in using them. Printed materials are still universally accessible and easy to understand. This makes them crucial for accommodating a range of user preferences and capabilities. Additionally, printing allows for the convenient sharing and distribution of information among colleagues, clients, and stakeholders.
3. Legal and Compliance Requirements: Many industries have stringent regulations, albeit dated, requiring confidentiality. Printing and copying hard copies of legal documents, financial reports, and sensitive information must comply with these regulatory standards. Moreover, signatures on physical documents often hold more legal weight than a digital signature can offer and never substitute.
4. Visual Communication: Printed materials convey certain types of content more effectively. Hard-copy visual aids, such as charts, graphs, and diagrams, can have a greater impact. Printing allows for precise control over formatting and layout, enhancing the clarity and effectiveness of visual communication. Studies have shown that people have better comprehension and retention when reading from printed materials than digital screens. Print media provides a tangible and spatial experience, enabling readers to easily track their progress and location.
5. Security Concerns: Despite advancements in cybersecurity, concerns about data breaches and cyberattacks persist. Physical documents offer an additional layer of security since they are not susceptible to hacking or digital manipulation. Many organizations still prefer to rely on printed materials for highly sensitive information to minimise the risk of unauthorized access.
6. Legacy Systems and Infrastructure: Many businesses have invested heavily in printing and copying infrastructure over the years. Transitioning entirely to digital solutions would require significant time, resources, and retraining. For organizations with existing infrastructure, maintaining printing and copying capabilities may be more cost-effective than overhauling their entire workflow.
7. Psychological Factors: Human behavior and psychology also play a role in the continued use of printing and copying. Some individuals simply prefer the tactile experience of handling physical documents. Moreover, the act of printing and annotating documents can facilitate comprehension and retention, particularly for complex or lengthy materials.

Related:

• Some Quick Ink Facts I Bet You Never Knew
• Invention—”Doing Our Part in Order to Create a Better Future”

Comment:

Please comment below about this post, “7 Reasons Why Office Printing Will Simply Not Go Away and Die.”