Small and medium-sized businesses are losing time and productivity due to inefficient document workflows, according to a new global report from HP that highlights the continued importance of print in modern workplaces.

The study, titled The Workflow Wakeup: How Unexpected Tech Can Help Future-Proof Small and Medium Businesses, is based on a survey of 4000 knowledge workers, IT leaders, and business decision-makers across the US, UK, Germany, and India. It explores how outdated systems and manual processes are creating “digital friction” that disrupts productivity and contributes to employee frustration.

According to the report, legacy workflows involving tasks such as document sharing, scanning, approvals, and formatting frequently interrupt employees’ concentration and slow down day-to-day operations. Many workers report spending significant time navigating manual steps and system delays instead of focusing on higher-value tasks.

HP found that these inefficiencies are widely recognised across organisations. Around 55% of workers say they often feel they are “working harder, not smarter,” while 60% of IT leaders report spending large amounts of time troubleshooting issues caused by outdated systems. More than six in ten business leaders also worry that workflow inefficiencies may contribute to employee burnout and staff turnover.

Document workflows are identified as a particularly overlooked area of digital transformation. Despite the shift towards digital processes, printing, scanning and document management remain part of everyday operations for most SMBs. Two-thirds of business leaders say printing is still necessary for their organisations, although many acknowledge that current processes are inefficient.

“Small and medium businesses don’t struggle because they lack ideas or ambition, they struggle because outdated technology keeps getting in the way. Employees and leaders agree that simple tasks take far too long, and that frustration adds up. Every hour lost is an hour that could have gone into serving customers or building the business,” said Anneliese Olson, president of Imaging, Printing & Solutions at HP.

The research also highlights how print-related challenges can place a burden on IT teams. Nearly 70% of IT leaders say employee productivity drops when printers are down, while driver compatibility issues and ageing hardware remain common support problems.

Security is another concern. Two-thirds of employees assume printers are secure simply because they are connected to the office network, while half do not consider printers to be a potential security risk, creating a blind spot in many organisations’ IT strategies.

HP’s report argues that modern, connected printing technologies can help reduce these issues by integrating print more effectively into digital workflows. Features such as cloud printing, mobile printing, scan-to-email and AI-assisted document formatting are designed to simplify routine tasks and minimise manual steps.

According to the survey, 30% of workers say smart printing solutions save them more than an hour per week, while 87% believe such tools contribute to more efficient workflows and improved employee experience.

The findings also suggest generational differences in expectations. While almost all Gen Z employees still print regularly, they report the highest levels of frustration with existing systems and expect workplace technologies to match the seamless, connected tools they use elsewhere.

HP concludes that rethinking document workflows and integrating intelligent printing tools into broader digital strategies could help SMBs reduce operational friction, improve security and allow employees to focus on more meaningful work.