Boosting Productivity with Advanced Printing Tools

In today’s fast-paced business world, efficiency is everything. While organisations are quick to streamline digital workflows, one area often overlooked is printing. Modern printers are no longer just basic output devices — they are advanced printing tools equipped with smart features, automation, and integration that can transform workplace productivity.

How Advanced Printing Improves Workflow

Advanced printing technology integrates seamlessly with digital workflows, making it faster and easier to print, scan, copy, and share documents. This reduces manual handling, saves valuable time, and minimises errors.

Many modern devices now feature:

• Touchscreen interfaces for simplified use.

• Cloud and mobile printing, enabling employees to send documents straight from smartphones or laptops.

• Duplex printing, cutting paper costs and improving sustainability.

• Automatic document feeders, allowing bulk scanning and copying without supervision.

By automating routine print tasks, these devices remove bottlenecks and help employees focus on higher-value work.

Modern printer touchscreen interface simplifying printing tasks

Key Features of Advanced Printers

When choosing business printers, look out for these productivity-boosting features:

• Cloud printing support – print from anywhere with internet access.

• Secure release printing – protect sensitive files with PINs or ID cards.

• Job management tools – monitor, prioritise, or cancel print jobs remotely.

• Energy-efficient designs – save on electricity with smart sleep modes.

• High-speed output – ideal for busy offices with heavy daily use.

• Multifunctionality – print, copy, scan, and fax from a single device.

These features not only save time but also reduce waste, creating a smarter, greener office environment.

Multi-function printer combining printing, scanning, and copying

Managed Print Services:

Managed Print Services (MPS) shows how businesses can take printing efficiency further. It provides end-to-end management of the print environment, from assessment and device optimisation to proactive servicing and supply management.

HP MPS helps businesses to:

• Reduce printing costs.

• Enforce print policies (e.g. duplex or black-and-white defaults).

• Improve document security.

• Gain insights with usage reporting and analytics.

By outsourcing print management, organisations can focus on their core operations while ensuring reliable, efficient printing across all teams.

Technician performing maintenance on office printer

Steps to Streamline Your Printing Strategy

To get the most from your print infrastructure:

1. Run a print audit – understand current usage and costs.

2. Set clear goals – reduce costs, improve security, or cut downtime.

3. Choose the right devices – tailored to your volume and workflows.

4. Introduce print policies – enforce sustainable, cost-saving rules.

5. Automate supplies – ensure toner and paper are replenished on time.

6. Monitor and improve – track results with analytics tools.

Future Trends in Printing

The industry continues to evolve with:

• AI-powered printers predicting maintenance and optimising queues.

• 3D printing becoming more accessible for prototyping and production.

• Eco-friendly printing through recycled materials and energy savings.

• Enhanced security to protect against growing cyber threats.

• Remote and mobile printing for hybrid and remote workplaces.

Final Thoughts

Printing may seem like a background task, but in reality, it’s a hidden cost centre with major productivity implications. Investing in advanced printing tools and managed print services can cut costs, improve workflows, and strengthen sustainability.

At MPS UK, we specialise in helping businesses unlock the full value of their print environment with tailored solutions from trusted brands such as HP, Ricoh, Lexmark, Canon, and more.

Explore our Managed Print Services to see how we can help your business work smarter.