The paperless office has been "just around the corner" for thirty years.
Spoiler alert: we’re all still printing.
But that doesn’t mean trying to use less paper is a waste of time. Most offices can cut way back on paper and still get all the good stuff, lower costs, easier document searches, and more room to breathe, without ever reaching some mythical 100% paperless state.
Want to use less paper?
Why Bother?
But first, some level-setting. Why is paperless a good idea?
Your Bottom Line
Paper storage costs money. Filing cabinets occupy expensive square footage. Printer maintenance, toner, and general office supplies add up fast. But the real cost lies in the time people spend looking for documents, filing them, making copies, and routing paperwork through approval chains that can take days when the same processes could happen digitally in minutes.
Lower Risk
Cutting down on paper also lowers risk. Paper gets lost, damaged, or just plain misfiled, never to be seen again. Digital systems provide automatic backups, version control, and a clear audit trail of who did what when.
Going Green
And yes, the environment matters, even if it’s not your main reason for going paperless. Cutting back on paper is one of the simplest ways to shrink your office’s footprint without overhauling everything else.
Why bother? Because it’s a good idea.
Be Real
Truth: You’re not going to get rid of paper completely.
Some things still need a real (not digital) signature for legal reasons. Some industries have rules about keeping paper copies. And let’s be honest, sometimes paper just works better, like jotting down a quick note during a call, sketching out ideas in a meeting, or filling out forms where a laptop just isn’t practical. And some customers and vendors - you know the ones - will always insist on paper, no matter what alternatives you offer.
And that’s okay. The point isn’t to win a zero-paper contest. The point is to figure out where digital actually works better.
Expect resistance. People are used to doing things a certain way, and switching those routines can cause friction, even when the new system is better. Run both paper and digital side by side to give everyone time to adjust. Once they see for themselves that the new way is easier, they’ll come around.
Where to Start
If paperless is your goal, here are some tried and true strategies to get you there:
- Start by figuring out which processes use the most paper. This is classic 80/20 stuff: a handful of things are probably responsible for most of your paper pile. Tackle those first.
Here’s a tip: the usual suspects include invoicing, accounts payable, onboarding paperwork, internal approvals, customer intake forms, and the like.
- Don’t try to do everything at once. Pick one process, move it off paper, make sure it works, then hit your next target.
- Ask yourself what’s driving people crazy. If folks are always asking, “Where’s that form I turned in last week?” or “Who has the signed contract?”, those are perfect places to bring in digital systems that make things easier to find and track.
- Pick the tools people will use. Simple, easy-to-use tools with obvious benefits get used; complicated systems sit idle.
- Set up digital workflows. Don’t just scan everything into a random folder and call it a day. Build real systems with the right permissions, routing, notifications, and search tools. Going digital isn’t about different; it’s about better.
- Train people well and get their buy-in. Folks need to know not just how the new system works, but why you’re using it and which of their headaches it will solve. Show them what’s in it for them: faster approvals, easier document searches, and less time wasted on paperwork.
Going paperless is a journey, not a flip of a switch. Start with your biggest headaches, put in solutions people will actually use, and accept that some paper will always stick around.
An Office that Runs Better
At the end of the day, the most effective strategy is to stay focused on the real goal: creating an office that runs better. Beating the paper monster is fine, but getting a more efficient office is even better. Reduce paper where it makes sense, keep it where it doesn't, and measure success by how much smoother your operations run.