The digital revolution is well and truly upon us, so why are statistics still telling us that we haven’t quite kicked our paper habit?

Globally, we produce over 414 million metric tonnes of paper every year, at a cost of about 4 billion trees. Whilst paper is recyclable around five to seven times in total and comes from a somewhat renewable source (provided trees are planted to replace those harvested), the fact that paper makes up over a quarter of landfill waste worldwide shows that we are falling massively short of our potential when it comes to making sure our waste ends up where it should.

The manufacturing process is also hugely energy and water-intensive – a whopping five litres of water are required to make just one sheet of A4 paper. Yet, whilst other industries set ambitious targets to wind down their unsustainable operations, demand for paper is expected to continue growing into the 2030s and beyond.

So, as businesses, what can we do to play our part in changing things?

Currently, approximately half of all business waste is paper-based. At Life Size, going fully remote in 2020 meant we put down the pens and paper for good and took our business completely online. We adapted to writing, communicating and collaborating solely from our laptops, keeping waste at a minimum. And here’s the thing: You don’t need to be a remote team to do the same.

Read on for your beginner’s guide to embracing digital and eliminating paper waste from your business.

1. Word processing

Gone are the days of writing out long documents by hand, but we can create digital documents for so much more than long pieces of written work, including everyday tasks that would usually have us reaching for a pen.

Why not skip the notepad and type your meeting minutes straight on to your computer? Or carry out a digital brainstorming session? Conducting research? Record your findings neatly in a digital document.

In addition to well-known word processors like Microsoft Word and Google Docs, there is an array of digital tools specifically designed for note-taking and brainstorming, and digital filing systems have you covered when it comes to organising your work.

2. Project management & collaboration tools

Even when scattered across borders, remote teams can stay in sync by using a host of digital collaboration tools which keep their projects, plans and admin in one communal place.

From tracking tasks and project progress to collecting contributions and feedback on work, you can always be working collaboratively with colleagues despite not being in the same room. It also means that perfecting a document or design project over time doesn’t leave your waste bin full of crumpled paper from past iterations – you can refine to your heart’s content safe in the knowledge that you aren’t generating extra waste.

3. E-signature platforms

There aren’t many businesses out there that don’t need to sign legal documents from time to time. At Life Size, we do it regularly – when hiring members of our team, onboarding clients and working on confidential projects, to name a few.

This is an area of business that has become highly digitally accessible in recent years, with many companies, like us, opting to take the signing of contracts online. Even if you’re a business that likes to sign contracts in person, this is an easy way to eliminate paper and also ensure that important legal documents don’t get lost.

4.Digital forms & surveys

Digital data-gathering has many perks other than waste reduction. Online surveys mean you can reach thousands of respondents across the world and allow them to complete their responses in their own time, with far higher response figures than you could ever get by standing on a high street.

Even if you want to get out and survey members of the public as they walk by, you can still do this without using paper. Grab a tablet or smartphone and fill the survey out with them, or maybe even generate a QR code that people can scan to answer the questions on their own device.

5. Accounting software

Want to know a secret? Many professional bookkeepers aren’t using physical ‘books’ anymore and you don’t need to either.

Managing a business’ finances digitally has never been easier. Cloud-based accounting software allows organisations to input and access financial information from anywhere in the world without any need for paper. 

6. Emails & digital communication

For many of us, using email is second nature. However, this doesn’t mean that paper communication has become obsolete.

Whilst some companies are still expected to offer communication by post as an option to customers and stakeholders, it’s important that they can also accommodate paperless communication through email, text or smartphone apps. Conversely, as businesses, we can further reduce paper waste by opting for digital communication from companies contacting us, such as banks or utilities providers.

7. Email receipts & invoices

Many large in-store retailers are already offering digital receipts in favour of paper, but the technology is readily available to help the smallest of businesses do so too. 

Whether you are a freelancer or sole trader who is happy to type up receipts and invoices manually or a large enterprise with a fully-automated invoicing system, there are paper-free options to suit everyone.

Important note: Digital waste is a thing too!

Whilst we focus on reducing our physical waste, we need to remember that our digital footprint impacts the environment too. Every document, email and image we save to our computer is actually stored at a data centre, an energy-intensive warehouse filled with computer servers that store everything we digitally accumulate – most of which are powered by fossil fuels.

So, as we limit our paper usage, let’s also try to be efficient with what digital materials we choose to keep. Whilst it’s important to hold on to essential documents, make a date with yourself once a month to go through your digital archives and commit to deleting what you no longer need. Unsubscribe from unwanted marketing emails and remember to check your junk mail (and empty it!).

We’d love to hear from you about where your business is at in its paperless journey. Let us know if you plan to implement any of the steps we mentioned and commit to making a change – we’ll be right there behind you!