How Businesses Can Reduce Paper Use: 8 Effective Ways

As a business owner, ensure environmental friendliness in all aspects of your business dealings. And one aspect of that is the reduction of paper usage. Reducing paper usage is an effective way to promote sustainability and a healthy environment.

Everyone would want to save money and the planet at the same time. With a paperless office yet to be achieved, there are ways you can use less paper in your business.

Here are ways businesses can ensure less paper usage:

ways businesses can reduce paper usage

1. Using Email And Internet Faxing

To reduce paper use, replace traditional paper communication with electronic communication. Instead of using paper to send announcements, memos and newsletters to employees or various stakeholders, it can be replaced by email or any other digital platform. This way, you save on paper and enhance an eco-friendly and cost-effective environment.

Additionally, you can use internet faxing to send and receive important documents. Companies like allow you to receive and send fax from Gmail, tablet or phone. The fax can be attached to an email and viewed on any device, reducing the need to print it. This cuts down the need to use paper unless when necessary.

2. Copying And Printing On Both Sides Of Paper

Print on both sides of the paper when printing documents you want to use on your business premises. Doing that helps save half the amount of paper you want to use. And this will reduce the amount of paper used and needed in your office and save money on purchasing printing papers.

3. Encourage The Use Of Dual Monitor

Another way of going encouraging paperless is considering dual monitors, which prevent workers from printing documents. Though it might seem expensive to use a dual monitor rather than printing the papers, it’s worth the expense when it comes to sustainability. The dual monitor setup reduces the need to print documents and makes transferring manual data much more effortless.

4. Share And Store Files Digitally

The digital revolution has transformed most aspects of office operations, and it’s essential to take advantage of it to improve the environment. Digital solutions can be incorporated into most operations, hence the need to equip all workers with tablets. Documents can be shared in digital formats rather than printing hard copies of every document.

automated reminders

Furthermore, you can record, share and store documents digitally. For example, using cloud solutions and digital backups to store your files can free up your office space and eliminate paper files. Employees can be encouraged to limit hard copy notes and instead substitute them with digital notes or emails too.

Sharing and storing files digitally embraces a paperless environment that is sustainable for business operations.

5. Enforcing Printing Policies

Office employees may take print equipment for granted. An employee can decide to print documents just because the printer is available.

And to reduce the use of paper and printing, managers need to enforce policies concerning the printing of documents. There should be rules about printing and when to use hard copies within the company. Printing documents is unnecessary when sharing or saving digitally is an alternative.

6. Consider Reusing Paper

Rather than throwing away papers, consider reusing them. Here are ways you can reuse paper:

  • Creating crafts and art projects: For instance, colored ones can be used for crafts and art projects. When you’re creative, leftover paper products can be helpful.
  • Wrapping fragile materials: Newspapers and magazines can be used in wrapping and packing fragile materials.
  • Wrapping gifts: Colored paper can be used to wrap gifts. You can look for colorful pages which can help wrap gifts.
  • Recycling: Paper can be reused through recycling and making new paper. This involves collecting used paper and breaking them into a pulp; later, used paper can be used to create new ones, thus reducing the demand for paper production.

Reusing paper plays a significant role in reducing waste and, at the same time, encouraging a sustainable environment within the business premises.

recycled paper

7. Considering Paperless Presentations

Most companies use hard-copy handouts for presentations and during meetings. And in most instances, these materials are used for a short period and then thrown or discarded, which leads to a pile-up of paper waste. Instead, it’s vital to have paperless presentations, which therefore utilize digital tools like laptops, projectors or tablets. While in the meeting, the team members can access information digitally and also take notes digitally

8. Encouraging Paperless Payments

To reduce paper usage, you can consider paperless invoices in your businesses. Companies can ensure clients get receipts, statements and invoices through email rather than paper. Besides, businesses can consider electronic payment options, for instance, digital wallets, to reduce the use of paper checks, providing convenience for both clients and FSA for employees. By considering paperless payments, businesses minimize paper usage, hence simplifying financial processes.


Businesses must adopt sustainable processes like reducing paper usage to keep the environment sustainable. It protects environmental resources by embracing digital solutions, reusing papers, enforcing policies, and limiting the use of hard copies in businesses. The implementation of these strategies impacts the environment as well as the general operation of the business.

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About Salman Zafar

Salman Zafar is the Founder of EcoMENA, and an international consultant, advisor, ecopreneur and journalist with expertise in waste management, waste-to-energy, renewable energy, environment protection and sustainable development. His geographical areas of focus include Middle East, Africa, Asia and Europe. Salman has successfully accomplished a wide range of projects in the areas of biomass energy, biogas, waste-to-energy, recycling and waste management. He has participated in numerous conferences and workshops as chairman, session chair, keynote speaker and panelist. Salman is the Editor-in-Chief of EcoMENA, and is a professional environmental writer with more than 300 popular articles to his credit. He is proactively engaged in creating mass awareness on renewable energy, waste management and environmental sustainability in different parts of the world. Salman Zafar can be reached at or

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