Office Equipment Trends You Didn’t Know You Needed

While printers and copiers remain a mainstay in the workplace, office equipment has evolved and is designed to boost productivity, enhance collaboration, and ensure data security - all while adapting to the demands of a hybrid workforce. If you’re relying on outdated equipment to keep your office productive, you might be missing out on some of the most innovative trends shaping the workplace today.

In this post, we’ll explore the future of office equipment. We highlight the top seven office equipment trends you didn’t know you needed, from cloud integration to managed print services and beyond.

Seven Office Equipment Trends Every Business Needs

1. Cloud-Enabled Office Devices: The Backbone of Modern Office Equipment

One of the most transformative trends in office equipment is cloud-enabled office devices. With more businesses adopting cloud-based software, it’s only natural that office equipment has followed suit. Today, printers, scanners, and even copiers are being designed to connect directly to cloud services like Google Drive, Microsoft OneDrive, and Dropbox.

Cloud integration makes it easier than ever to store, access, and share documents securely across teams, regardless of location. Whether employees are in the office or working remotely, they can print, scan, or store documents directly to and from the cloud. This not only streamlines workflows but also enhances data security by reducing the need for physical document storage.

Key benefits:

• Remote access to documents
• Enhanced data security and recovery
• Streamlined collaboration between teams
  
  

2. Digital Workflows and Document Automation Technologies: Reducing Manual Work

Another significant trend revolutionizing the office is the rise of digital workflows and document automation technologies. No longer are employees bogged down by manual data entry, repetitive tasks, or paper handling. Instead, office equipment like multifunction printers (MFPs) and document management systems are now equipped with automation tools to handle repetitive processes efficiently.

For example, automated scanning can convert paper documents into digital formats, route them to the appropriate recipients, and store them in designated folders - all without manually handling them. This not only improves efficiency but also minimizes the risk of human error.

Key benefits:

• Increased efficiency and reduced processing time
• Minimization of human error in critical tasks
• Improved organization and document retrieval
  
  

3. Intelligence in Office Equipment: Proactive Maintenance Services

Automation isn’t limited to digital workflows. The office equipment itself is becoming increasingly intelligent and automated. Printers now come with predictive maintenance features that monitor toner levels, paper supplies, and overall machine health. These proactive printing services can identify a need for service before a breakdown occurs, ensuring minimal disruption to daily operations.

Additionally, smart office equipment can detect user preferences, adjusting settings automatically to match individual needs. Whether it’s setting the default print settings for each user or automatically adjusting scan quality, automation is making office equipment smarter and more responsive.

Key benefits:

• Reduced downtime with predictive maintenance
• Personalized user experience with smart settings
• Lower operational costs due to optimized usage
  
  

4. Hybrid Work Solutions: Adapting to a New Era

The shift to hybrid work has changed the way office equipment is used. Employees now need access to essential tools whether they’re working from home or in the office. Office equipment providers are responding to this trend by offering solutions that cater to remote and on-site needs.

For instance, cloud-connected printers allow employees to send print jobs from their home office and pick them up securely at the office when they arrive. Similarly, video conferencing tools and interactive whiteboards have become essential for maintaining collaboration between remote and in-office teams.

Office equipment is no longer confined to a single location. Instead, it’s becoming more mobile and versatile to support the hybrid work environment.

Key benefits:

• Seamless transitions between remote and in-office work
• Better collaboration across locations with enhanced communication tools
• Flexibility in accessing office resources from any location
  
  

5. Managed Print Services: Modern Office Technology Solutions

As businesses look to optimize their operations, managed print services (MPS) have become increasingly popular. MPS allows companies to outsource the management of their printing environment, including device maintenance, supply replenishment, and security monitoring.

This trend is particularly beneficial for companies looking to reduce costs and enhance productivity. A managed print provider will assess your printing needs and suggest ways to cut down on unnecessary equipment and printing, offering sustainable office solutions for businesses. They can provide recommendations on the best copy machines for small businesses or large organizations.

Security is also a key focus in MPS, as providers ensure that print jobs are protected from unauthorized access through secure print release and encryption technologies.

Key benefits:

• Lower printing costs through optimized usage
• Enhanced security for sensitive documents
• Reduced environmental impact by minimizing waste
  
  

6. Office Equipment Security Features: Protecting Your Data

With data breaches and cyberattacks on the rise, office equipment security features have become a critical consideration. Modern printers, copiers, and scanners are now equipped with advanced security features such as user authentication, encryption, and secure print release.

Office equipment is often overlooked when it comes to data security, but these devices store a wealth of sensitive information. For instance, a multifunction printer (MFP) may retain scanned documents or faxes in its memory, making it a potential target for cybercriminals. By implementing the latest security resources, businesses can ensure that their office equipment security features are not a weak link in their cybersecurity defenses.

Key benefits:

• Enhanced protection against cyber threats
• Secure document handling through encryption and user authentication
• Compliance with data privacy regulations
  
  

7. Collaboration Tools: Fostering Teamwork in a Digital World

In a world where teamwork is more important than ever, office equipment now comes integrated with collaboration tools that make working together easier, even when teams are dispersed. Interactive displays, video conferencing tools, and cloud-connected devices all contribute to a more collaborative work environment.

For example, modern printers can integrate with project management tools like Trello or Microsoft Teams, allowing teams to print project updates or collaborate on shared documents directly from the office equipment. Businesses are investing in "smart" meeting rooms equipped with interactive displays, automatic room booking systems, and smart whiteboards to enhance collaboration, both in-person and remotely.

Key benefits:

• Improved collaboration across remote and in-office teams
• Real-time access to shared documents and project updates
• Seamless integration with existing collaboration platforms
  
  

The Future of Office Equipment

Office equipment trends are evolving rapidly, and businesses that stay ahead of these trends are better positioned to thrive in today’s competitive landscape. Whether it’s cloud integration, automation, hybrid work solutions, or enhanced data security, the future of office equipment is designed to improve efficiency, productivity, and security.

By adopting these trends, your business can create a more flexible, secure, and collaborative work environment that’s ready for the future. Don’t get left behind. Consult with an EO Johnson representative to assess your office equipment and plan for the future.