Tips on Going Paperless in the Workplace

For organizations looking to reduce costs, improve efficiency, and modernize operations, going paperless is no longer a stretch goal, but has become the practical, achievable standard.

As we have said before, “If your business still spends money on paper products, it’s well past time to shift to digital technology.” By doing so, you save considerable amounts of money and enhance the security of your sensitive information at the same time.

Chances are, you’re already working towards this objective. Here are some tips to refine and accelerate this valuable, cost-cutting measures.

The Core Benefits of a Paperless Workplace

The advantages of reducing paper dependency are well established — and increasingly relevant:

• Lower operating costs by eliminating paper, ink, printers, and physical storage

• Improved information security through access controls, encryption, and audit trails

• More usable office space after removing file cabinets and excess equipment

• Faster workflows with real-time document access and collaboration

• Reduced environmental impact, an increasingly important factor for customers and employees

Paperless operations save money while removing friction from everyday work.

Building Employee Support for the Transition to Paperless

It’s one thing to mandate a workplace transition away from paper, but without employee support as a foundation, the move may take longer and be more difficult to sustain.

The first step is framing the topic in ways that employees can both understand and support. Establish written policies and guidelines that clearly spell out the goal and how to achieve it. Invite employees to offer paperless suggestions and get their feedback on decisions made at a higher level. After all, employees will be most dramatically affected by this proposed change.

Start at the Front Desk

Setting the tone for both employees and customers is a big first step. As the workplace platform Envoy notes, “You no longer need to print and file paper documents, keep a sign-in sheet at the front desk, handwrite visitor badges, or leave notes for employees when their guests arrive.”

Automated check-ins and digital visitor logs improve security, streamline arrivals, and signal a modern, organized workplace from the moment someone walks in.

Reduce Printer Access to Reduce Printing

This may sound like a drastic step, but when printers “are still easy to access by your team, they will continue to be used,” notes Business.com. By replacing these with “centralized network printers relegated to dedicated areas within the office, you can limit their use.”

You can also consider monitoring the purchase of ink and toner only for company-approved printers and copiers.

Overhaul the Project Management Process

The use of paper related to project management—to-do lists, outlines, task assignments, etc.—has a way of proliferating, sometimes beyond control. To enhance the switch away from paper, look into a wide array of tasks and project management apps that get the job done more efficiently. Apps like Google Tasks and Asana can do the job, but many others are worth exploring, too.

Digital systems improve accountability by making responsibilities explicit. Just as importantly, digital task management creates organizational visibility. Leaders can quickly assess workload, spot bottlenecks, and reallocate resources before small issues become delays. Teams gain clarity on what matters most, reducing context-switching and unnecessary meetings.

Encourage Vendors and Partners to Go Digital.

You want to go paperless, but your business doesn’t exist in a void. Reach out to third parties with whom you work and encourage them to follow the same route.

“Request paperless bank statements, speak to vendors about digital invoice options, and inform customers about purchase order emails,” suggests Business News Daily.

Ask banks, vendors, and service providers to:

• Deliver statements electronically

• Send invoices and contracts digitally

• Use email or portals for purchase orders and approvals

In many cases, your vendors and other suppliers may already have embarked on the same paperless campaign, and they just need to be requested.

Use Modern Tools That Replace Paper Entirely

The visitor management system Proxyclick recommends these apps to consider for the paperless switch:

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Notes & Knowledge Management

• Microsoft OneNote

• Apple Notes

• Evernote

• Notion

Internal Communication

• Slack

• Microsoft Teams

Agreements & Signatures

• DocuSign

• Adobe Sign

Scanning & Document Capture

• ABBYY

• CamCard

With AI-powered search, tagging, and summaries now built into many platforms, digital files are often more usable than paper ever was.

Are you ready to go paperless? These and related measures can significantly reduce your company’s dependence on paper products. In addition to saving money, it’s “ecologically responsible” to move in this direction, a fact you can happily share with your eco-minded customers.

Paperless Is a Signal of Operational Maturity

In 2026, a paperless workplace signals:

• Strong operational discipline

• Modern security practices

• Environmental responsibility

• Readiness for flexible, scalable growth

If your organization still relies heavily on paper, the upside is clear: reducing that dependence delivers immediate cost savings and long-term efficiency gains.

The tools are proven. The path is clear. The only remaining decision is how quickly you want to move.