The print and workplace technology landscape has evolved rapidly in 2025. Driven by digital transformation, sustainability demands, cost pressures and AI-powered automation, businesses across the UK are rethinking how they print, scan, and manage documents.
As a Xerox Partner delivering Managed Print Services (MPS), secure print technologies, and digital workflow solutions to organisations in Hampshire and throughout the UK, Nustream has seen major shifts in how companies approach their print environment.
Here, we review the top managed print and workflow trends of 2025, what they mean for UK organisations, and how they shape the future of work.
1. Print Volumes Declined but Print Value Increased
2025 saw a continued drop in overall print volumes, particularly in hybrid workplaces. But the value of print rose with organisations using printing more strategically for:
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Legal documents
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Compliance paperwork
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Sensitive internal communications
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High-value client documents
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Manufacturing and logistics labelling
Businesses no longer print everything — they print what matters.
2. AI-Powered Print and Workflow Automation Became Mainstream
AI moved from a “future feature” to an everyday tool in 2025.
Key developments included:
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Automated document routing
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OCR and intelligent scanning
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AI-driven workflow suggestions
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Smart print rules to reduce waste
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Predictive device maintenance
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Faster onboarding with automated form processing
For UK businesses embracing digital transformation, AI is now a must-have rather than a nice-to-have.
3. Cloud Print Management Adoption Surged
More organisations migrated from on-premise print servers to cloud solutions like Xerox Workplace Cloud.
Why?
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Reduced IT workload
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Stronger security
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Simplified mobile & remote printing
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Lower infrastructure costs
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Centralised fleet control across multiple sites
Cloud print management became one of the fastest-growing areas in Managed Print Services throughout 2025.
4. Security Took Centre Stage
With cyber-attacks rising across the UK, print security became essential.
Key 2025 trends included:
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Zero-trust print environments
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Secure Print & Follow-You Printing
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Role-based access controls
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Device-level encryption
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Automated audit trails
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Hard-drive wiping on retirement
Businesses particularly focused on protecting:
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HR documents
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Client data
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Contract information
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Financial paperwork
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Trade secrets and IP
MPS customers increasingly expect security first not security optional.
5. Sustainability Became a Board-Level Priority
Sustainability goals reshaped print strategies in 2025.
Organisations prioritised:
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Energy-efficient Xerox printers
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Duplex printing by default
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Paper-light workflows
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Fleet consolidation
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Waste-reduction dashboards
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Lower CO₂ emissions from print devices
Companies now expect eco-friendly printing and sustainability reporting as part of their MPS agreements.
6. Hybrid Work Continued to Reshape Print Habits
Hybrid work has stabilised — and so have hybrid print needs.
Notable trends:
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Increased mobile printing
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Secure print release from any location
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Cloud scanning workflows
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Balanced print fleets across smaller office footprints
UK businesses want flexibility without compromising security or efficiency.
7. Cost Visibility Became Critical
With rising operational costs, UK companies focused on gaining full visibility of their print environment.
In 2025, MPS customers demanded:
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Real-time usage reporting
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Department-level cost allocation
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Predictable billing
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Automatic toner replenishment
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Fewer unexpected breakdowns
Clear, predictable costs became a major driver for MPS adoption.
8. Proactive, Data-Driven MPS Became the Standard
Gone are the days of waiting for the printer to break.
2025 ushered in proactive MPS, where decisions are driven by real-time analytics:
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Predictive servicing
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Automated firmware updates
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Fleet optimisation recommendations
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Consumption forecasting
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Pattern-based maintenance
Print providers like Nustream now use data and cloud intelligence to enhance uptime and reduce waste.
9. Workflow Digitisation Accelerated Across All Sectors
Businesses increasingly looked beyond printers to the full document lifecycle:
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Digital intake forms
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Automated approvals
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Cloud-based document workflows
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Integration with CRM, ERP, HR and finance systems
2025 saw more UK organisations replacing manual admin processes with smart digital workflows powered by Xerox and MPS providers.
10. Multi-Site Organisations Consolidated Print Fleets
Large enterprises and multi-location businesses moved to centralised MPS agreements.
This improved:
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Cost control
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Security consistency
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Device reliability
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Standardised workflows
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Reporting accuracy
Fleet consolidation became one of the most cost-effective trends of the year.
Final Thoughts
2025 was a transformative year for Managed Print Services and digital workflows. AI, cloud solutions, sustainability goals, tighter budgets and rising security demands all combined to reshape how organisations manage documents and printing.
As businesses prepare for 2026, those with modern, data-driven MPS strategies will be best positioned to reduce costs, improve security, and accelerate digital transformation.
If your organisation wants a smarter, more secure print environment, Nustream is here to help talk to us today.
Source: Nustream UK
Title: 2025 in Review: Biggest Trends in Managed Print and Workflow
Author: Nustream Marketing Team (Verified Business Publisher)
Published: 2025
Category: Managed Print Services / Digital Transformation / Print Security
This article was written and reviewed by managed print and workflow specialists at Nustream, an official Xerox Partner providing Managed Print Services, digital workflow automation, print security and eco-friendly printing solutions to organisations in Hampshire and throughout the UK.
All insights are based on Xerox research, industry data, MPS case studies and Nustream’s real-world experience supporting UK businesses through digital transformation in 2025.