4 easy tips for going paperless

Posted by Andrew Mead

According to recent figures from The Paperless Project, the average workplace gets through a staggering 10,000 sheets of copy paper each and every year! And even more shocking is the fact that of all the paper printed in offices around the world, a 45% of it ends up in the bin! Just these two facts alone are surely enough to make anyone consider the benefits of going paperless. 

The term, “paperless office”, is one we hear quite often these days, but what does it really look like? And, perhaps most importantly, how do businesses go about putting it into practice? Believe it or not, it’s a lot easier than you might think. So to help you on your way, here are a few tips to help your business go paper-free.

Tip #1:  Start with the obvious

When making steps towards going paperless – or at least, as paperless as possible – there are a couple of obvious, easy-wins which can help get you started. Firstly, if your business is still printing out PowerPoint presentations and handing them out around the meeting room, make the switch to digital presenting. Simply email your presentation to your colleagues for them to follow on their laptops or tablets. Next up, reset all your office printers to print double-sided for an almost instant 50% reduction in paper use.

Tip #2:  Reduce the amount of paper coming in

Do you really need paper statements from the bank or hard-copy invoices from suppliers? In most cases, the answer is no, so get on to your service providers and request digital copies only.  Getting into the practice of reducing incoming paper does two important things. For starters, it reduces the amount of paper which is passing through your organisation – the ultimate aim – and secondly, it gives you an idea of what paperless billing and invoicing might look like if it were coming from you to your customers. 

Tip #3:  Reduce paper in the field

If your business operates any size fleet, you have no doubt faced the challenge of matching up job tickets, timesheets and invoices both in the field and in the office. Fortunately, there are a number of applications available which allow drivers to easily scan, transmit and manage any field based paperwork – including receipts, timesheets and much more— while out on the road. As well as reducing paperwork, this approach can also help you to manage your accounts more efficiently and time-effectively, with less room for human error. 

Tip #4:  Move the printers further away from users

Yes... seriously, it works! The simple fact is, if a printer is further away from a user, then they are going to be far less gung-ho about how much and how often they print – in comparison to if the printer is right there on their desk. 

Read more tips on going paperless, and to see how Fleetmatics can help your fleet go green.