Why 48% of businesses are already moving to Print as a Service for a smarter workplace

Print as a Service: Why 48% are making the shift

According to IDC research, 40% of companies will adopt a new model for sourcing print solutions by 2027. But what’s driving this shift? And how can small and medium-sized businesses take advantage of it to better manage costs, improve user experience and reduce the IT burden?

Workplace expectations are changing

Today’s workplaces are more dynamic than ever. With hybrid working now the norm and agility a growing priority, organisations are rethinking how they equip teams, manage processes and deliver a seamless employee experience. For SMBs, this means finding smarter ways to stay productive, simplify operations and do more with leaner resources.

As part of this shift, businesses are embracing flexible “as a Service” (aaS) models. These solutions offer a more agile way to manage infrastructure and providing access to tools and technologies on a subscription basis, without the need for large upfront investments or ongoing admin.

Print is no exception. No longer viewed as a standalone utility, it’s increasingly seen as an integrated part of the wider workplace ecosystem, supporting secure document handling, streamlined workflows and flexible working. Employees expect intuitive, always-on access to print and scan capabilities, while IT and facilities teams need solutions that are easy to manage, secure by design and cost-predictable.

That’s where Print as a Service (PraaS) comes in.

Evolving beyond traditional print setups

Many SMBs continue to rely on traditional print environments made up of mixed devices, systems and service agreements. While these setups can still serve their purpose, they often involve more manual oversight, fragmented support and less flexibility as business needs evolve.

Print as a Service (PraaS) offers an alternative approach — one designed for agility. By consolidating print into a single, scalable subscription model, businesses can simplify day-to-day management, gain clearer visibility over costs and adapt their setup more easily as requirements change.

The impact in action

When IDC surveyed 2,000 businesses in 2024, nearly half (48%) said they preferred a subscription-based print contract that bundled devices, maintenance and consumables. That preference reflects a growing shift towards simplicity, consistency and better workplace alignment.

At Ricoh, we’ve seen this model transform operations for many SMBs. Take German construction and engineering firm Meisser, for example — by moving to a RICOH PraaS solution, they were able to reduce downtime, simplify support and improve day-to-day print experiences across their workforce.