A full-service Canadian firm reimagines the workplace with modern technology
When Aird & Berlis LLP set out to renovate its Toronto headquarters and open a new Vancouver office, it saw an opportunity to move beyond outdated pre-COVID print infrastructure and toward a firmwide strategy for smarter, more sustainable document workflows.
We reduced devices by 75% while improving user satisfaction, security and environmental sustainability
The firm’s legacy print technology was no longer in sync with the realities of a dynamic modern law firm. With nearly 1,000 lawyers and staff across Canada, the firm needed a solution that was nimble, efficient and environmentally aware, instead of the inefficiency and disruption that characterized the old model. High noise levels, cluttered workspaces, paper jams and friction around personal printers created a pressing need for change. With nQ Zebraworks, Aird & Berlis implemented a centralized solution that supports quality-of-life upgrades while reducing operational complexity and cost.
The Challenge
Decentralized print infrastructure that no longer fit the way the firm worked
“We had printers crowded on desks, excessive vibration, and bins overflowing with paper,” said Palmas. “These individual printer setups were underutilized, noisy, and inefficient.”
As the firm prepared for a renovation of its Toronto office and the launch of its new Vancouver location, we saw an opportunity to rethink not just space, but experience. For the CIO, the project was as much about modernizing workflow as it was about aligning technology with the increasingly-digital way that legal professionals actually work today.
The Solution
A centralized, secure, and quiet print/copy environment with a clear path to scale
Aird & Berlis partnered with nQ Zebraworks to implement a modern document workflow solution, starting with a single floor in its renovated Toronto office to manage change effectively and ensure firmwide buy-in.
“We had printers crowded on desks, excessive vibration, and bins overflowing with paper. These individual printer setups were underutilized, noisy, and inefficient.”
We started with one-third of the firm just to make sure it was manageable. Now we’re rolling it out to everyone."
The new model:
- Removed personal printers and decentralized print stations
- Introduced high-capacity, networked devices in quiet print rooms
- Streamlined scanning workflows for reliability and ease-of-use
- Reduced user friction while increasing security
- Supported the firm’s ongoing transition to paperless workflows
The Impact
A scalable model that balances user experience with operational efficiency
By reducing its device footprint by 75%, Aird & Berlis created a more intentional document workflow experience that meets both user and IT expectations.
The firm now benefits from:
- Fewer devices, lower overhead and decreased downtime
- More secure and trackable workflows
- Better use of office space and quieter work environments
- Decrease in energy usage and paper waste
- A scalable model for future expansion
And while the infrastructure changed, so did the mindset.
“There’s always friction when you remove personal printers—people are used to the convenience,” Palmas said. “But when they see what the centralized model actually looks like and how they benefit, the resistance goes away.”