Under the influence of artificial intelligence (AI), the Digital Workplace continues to evolve at pace. Economic pressure, regulatory change, and technological advances are accelerating outsourcing, digitalization, and automation. AI is becoming the central driver – from intelligent document capture and processing to preventive cybersecurity, as well as ethical and compliant use in line with the EU AI Act and the Corporate Sustainability Reporting Directive (CSRD). Here are Konica Minolta’s predictions for the key Digital Workplace trends that will define 2026.
Trend 1: Rising costs accelerate outsourcing, digitalization initiatives, and AI-driven automation
Amid global economic uncertainty, businesses face mounting cost pressures from multiple fronts – tariffs, inflation, supply chain disruption, and geopolitical conflict. According to KPMG, protectionist trade policies and volatile energy markets are compounding financial strain across sectors. In the area of print and document management, for example, Quocirca’s research found that costs are cited by companies as the biggest challenge. The outsourcing of certain services, as well as the automation enabled by AI, can therefore significantly contribute to cost reduction. These include Managed Print Services (MPS) and Cloud Print Services, which relieve IT departments through automation and expert support. MPS can also help reduce, for example, hardware, consumables, and operating costs, to gain transparency and control over expenses, and realize savings potential, while cloud-based solutions reduce investments in servers and maintenance, enabling a usage-based pay-as-you-go pricing model that scales with use. Furthermore, the digitization of documents – increasingly supported by AI-based capture, classification, and processing – can help reduce hidden administrative and operational costs associated with the physical and manual management of documents and internal processes. This helps companies save on paper, printing, and shipping costs, as documents are created, shared, and archived digitally. Storage and search costs are also reduced, as digital, AI-supported systems provide quick access without the need for physical archives.
Konica Minolta uses AI in its Managed Print Services (MPS) to predict consumables and maintenance needs, automatically replenish supplies, monitor devices, detect potential issues early, and resolve them proactively – significantly reducing operating costs and downtime. Cloud Print Services include solutions such as Workplace Pure and YSOFT SAFEQ Cloud from Konica Minolta, which provide a centrally managed, secure, and cost-efficient print and workflow infrastructure. Konica Minolta’s Intelligent Information Management uses AI technologies to enable paperless processes, faster workflows, and collaboration across locations and devices. It ensures security and compliance with audit‑proof archiving, while boosting productivity and lowering operating costs.
Trend 2: Even if paper stays, AI document processing will be vital
Despite years of digitization efforts, paper remains deeply embedded in many processes for many businesses – according to Quocirca just 14% of businesses operate a paperless environment. In 2026 organizations will increasingly prioritize intelligent document capture as a core enabler of digital transformation – driven by AI. According to Quocirca, 76% of organisations plan to invest in cloud-based capture and 73% are targeting Intelligent Document Processing (IDP). IDP is the use of artificial intelligence to automatically capture, classify, extract, and organize data from documents. IDP also enables AI-powered summarization, to ask questions about documents, or translations, and much more – all with a high degree of reliability and with minimal human effort.
Konica Minolta's AI-powered Intelligent Document Processing solutions automate capture, classification, and retrieval – reducing errors, saving time, and adding features like summarization and translation. Konica Minolta has a range of intelligent document solutions such as M-Files, Document Navigator, Waidok, Microsoft 365 Copilot and Workplace Pure. These IDP offerings use AI, ML (Machine Learning), and NLP (Neurolinguistic Programming) to process both structured and unstructured content with greater speed, accuracy, and consistency.
Trend 3: Data-Driven AI-based ESG Reporting
The ESG landscape in Europe is marked by uncertainty: due to the Omnibus package, reporting thresholds are changing, and many companies do not know whether they will still be subject to CSRD in the future – accordingly, projects have been slowed down or stopped. At the same time, market pressure is increasing, as 74% of consumers consider sustainability when making purchase decisions, forcing companies to engage in ESG activities despite regulatory uncertainty. Since only 5% of companies have fully integrated ESG into their business strategy and data is often fragmented or incomplete, the basis for reliable decision-making is lacking. AI can close this gap by automatically collecting, structuring, and analysing ESG data – thereby creating, for the first time, a consistent and reliable data foundation.
Konica Minolta’s AI based solution ESG AI was developed to support companies – including those not subject to reporting requirements – in getting started with ESG. The solution automates the collection, cleaning, and structuring of data along the supply chain and creates a unified data basis for CO₂ transparency and risk assessment. ESG AI makes ESG reporting and analysis more accessible, reduces manual effort, and enables individuals such as CFOs or ESG managers to focus on strategic actions rather than data searching. The aim is to make sustainability measurable and provide companies with a realistic, cost-efficient entry point.
Trend 4: Pre-emptive AI-powered Cybersecurity
With sensitive data increasingly processed in hybrid environments, protecting data “in use” has become essential. Traditional cybersecurity relies on detecting and responding to threats after they occur, but there will need to be a shift toward pre-emptive security, where AI and orchestration are used to anticipate and neutralize risks before they emerge. CIOs must rethink their approach – moving from reactive defence to building adaptive, resilient systems that stay ahead of evolving threats.
Konica Minolta’s Workplace Intrusion Patrol delivers Endpoint Detection and Response (EDR) and Extended Detection and Response (XDR) using advanced AI algorithms, while also providing real-time data feeds into Konica Minolta's analytics service for round-the-clock monitoring, analysis and response. From a print perspective, Shield Guard and bizhub SECURE deliver cloud-based MFP security monitoring and policy enforcement with real-time alerts.
Trend 5: Increased AI Accountability
As AI will take up even more space in companies in 2026, the need to use these technologies responsibly will also increase. As a result, the pressure is growing to ensure that AI systems are fully accountable, meet strict ethical standards, and are truly suitable for their tasks. According to an IDC research nearly 30% of organizations cite security, privacy, governance and compliance as their biggest challenges to scaling AI. More than 75% rate transparency as very or extremely important, underscoring the need for explainability and human oversight. The EU AI Act significantly changes how organizations deploy and govern AI. It includes a risk-based framework that mandates transparency, ethical safeguards, and human oversight for AI systems that impact EU citizens. For digital workplace leaders, this means fully understanding the new regulations and ensuring all AI tools used for hiring, performance management, or employee engagement meet strict compliance standards. This also means that high-risk systems must be auditable, explainable, and registered in a public database — a crucial step toward trustworthy, responsible AI.
Konica Minolta is committed to ethical and transparent AI that complies with the EU AI Act while promoting innovation. The company has developed an AI risk assessment to evaluate projects, and it is finalizing establishing a pan-Europe Digital Transformation (DX) and AI Steering Committee – supported by specialized teams such as the internal DX promotion team, the data protection division, the People, Organization & Culture division, and internal compliance units to support the responsible development, deployment, and operation of AI. AI-powered solutions such as Workplace Pure, a cloud-based platform offering numerous AI-driven document management services via browser or bizhub MFP, Video Solution Services (VSS), combining advanced imaging with AI analytics to enhance safety and efficiency in sectors like manufacturing, security, and healthcare, and FORXAI Mirror, using AI to verify PPE compliance in real time, improving workplace safety, already comply with the provisions of the AI Act. Beyond mere compliance, Konica Minolta aims to take a leading role in the field of responsible AI. By embedding these principles in every stage of development, it not only ensures regulatory alignment but also provides real added value to its customers through safe, trustworthy, and innovative AI solutions.
