8 Practical Steps to Help Your Business Go Paperless

Becoming paperless isn’t about eliminating printing overnight – it’s about improving workflows, reducing friction, and using technology more intelligently.

Here are eight practical ways businesses can move in the right direction.

1. Understand where paper is actually used

Start by identifying the processes that rely most on printing – invoices, contracts, internal approvals, scanning. This highlights quick wins for digitisation.

2. Digitise documents at the point of entry

Scanning paperwork directly into secure digital folders reduces handling, misfiling, and storage. Modern multifunction devices make this fast and simple.

3. Use digital invoicing and statements

Electronic billing speeds up processing, improves accuracy, and cuts down on printing, postage, and physical storage.

4. Introduce e-signatures for approvals

Digital approvals remove unnecessary printing and rescanning, helping teams move faster while keeping records secure and compliant.

5. Centralise document storage

Cloud-based document management gives teams one source of truth, improves collaboration, and dramatically reduces reprinting.

6. Apply smart print controls

Default settings like double-sided printing, secure print release, and usage reporting help minimise waste while keeping printing available when it’s genuinely needed.

7. Make it easy for staff to change habits

Paper reduction works best when technology supports the process. Simple workflows and intuitive tools encourage adoption without friction.

8. Review your office technology regularly

Older devices and disconnected systems often create unnecessary paper use. Updating technology can quietly remove these inefficiencies without disrupting how people work.