6 Ways to Reduce Paper Waste in Your Office

The UK's paper consumption is indeed significant. While some estimates indicate the UK uses 9.9 million tonnes of paper annually, more recent data from 2022 suggests that approximately 10 million tonnes of paper were placed on the UK market. These figures can vary based on whether cardboard is included and the specific reporting year.

Regarding the environmental cost, producing one ton of virgin printing and writing paper typically requires about 24 trees. This figure is specific to certain production methods, as more efficient processes for other paper types, like newsprint, use fewer trees. Importantly, recycling one ton of paper is thought to save approximately 17 trees and significantly reduce energy consumption.

These six practical strategies can help your organisation reduce paper waste, lower costs, and create more sustainable office workflows.

1. Think before you print

If you're looking to eliminate paper in the office, printing less is your first step. Before sending documents to the printer, use print preview to check formatting and adjust font size to maximise content per page. Enable duplex printing to use both sides of the paper, instantly cutting your paper consumption in half and saving printer ink. Rather than distributing hard copies of meeting agendas, add them to your calendar invitations or email presentations in advance. Digital copies allow recipients to add notes and reference materials later.

Being a software company, Docusign embraces technology to help eliminate paper from workflows. Our meeting rooms feature TV screens for digital presentations, which are particularly valuable during conference calls with remote colleagues.

Docusign eSignature significantly reduces paper usage by enabling fully digital document signing.

2. Eliminate paper with digital note-taking

If you're a note-taker, embrace digital alternatives to completely eliminate paper from your meeting and collaboration workflows. Using a tablet with a stylus can replicate the feeling of handwriting while removing reliance on paper handouts and notebooks.

Choose from these powerful paperless solutions:

• Evernote:

  Simple interface with cross-device syncing and excellent team collaboration features.

• Microsoft OneNote:

  Mimics traditional notebooks with 'books' organisation, colour coding and intuitive structure

• Google Keep:

  Perfect for meetings with photo and voice note capabilities that eliminate manual transcription

• Apple Notes:

  Seamless integration for Apple users with robust note organisation

3. Store files securely in the cloud

Cloud storage is one of the most effective ways to eliminate paper from your office while delivering a significant impact on waste reduction. By digitising documents, you drastically reduce the raw materials needed for printing, filing and archiving physical papers.

Google Drive offers intuitive functionality for storing multiple formats, editing online with familiar tools, and sharing documents with colleagues. Box provides similar capabilities but with enhanced security controls which are critical for businesses where data protection is paramount. For organisations looking to further streamline document processes,

Docusign IAM allows you to centrally store, manage and analyse agreements with help from AI, eliminating the need for paper at every stage of the agreement process.

4. Hot-desking keeps desks clutter-free

Hot-desking is a powerful strategy to eliminate paper from your office environment. While it may require an adjustment period, sharing digital workspaces rather than permanent physical desks naturally discourages paper accumulation.

When team members know they'll be at different desks each day, they're less likely to print documents or maintain paper files. This flexible approach promotes digital document sharing and cloud-based collaboration.

For optimal results, place paper recycling bins strategically throughout your hot-desking areas to capture any inevitable printouts. The environmental benefits extend beyond paper reduction, hot-desking environments typically encourage more minimalist, sustainable workspace practices overall.

5. Build a culture that helps eliminate paper

It's vital to foster an internal culture that reinforces paperless practices so everyone actively works to eliminate paper waste. Docusign embodies this commitment through our own workplace practices. Rather than stocking full stationery cupboards, we maintain minimal supplies and fulfil specific requests only when needed.

6. Paper recycling bins at every exit make it easy to eliminate paper

In the ongoing global effort towards sustainability, every action counts. One of the most impactful choices businesses and individuals can make is to prioritise paper recycling. The benefits extend far beyond simply reducing waste, they directly contribute to conserving vital resources.

Paper recycling bins at every exit make it easy to eliminate paper waste from your office environment. Even in a paperless office like Docusign, some paper products inevitably need proper disposal. By strategically placing recycling bins throughout the workspace and removing personal bins, we encourage responsible recycling habits that significantly reduce our carbon footprint.

The Environmental Paper Network reports that recycling one tonne of paper saves approximately 26,500 litres of water.

We're committed to helping other companies eliminate paper usage through our digital solutions. For businesses worldwide, Docusign eSignature enables document signing on virtually any internet-enabled device.

4 ways to save paper: innovative ways to reduce paper waste beyond the office

Simple swaps at home

• Switch to e-bills and digital statements for all household utilities

• Replace paper towels with reusable cloth alternatives

• Set your home printer to double-sided printing by default

• Send digital greeting cards instead of paper products

Paper waste in schools: key statistics and smart fixes

The scale of waste in schools is significant, with primary schools generating approximately 45 kg of total waste per pupil each academic year. This figure represents all waste streams, including food, paper, plastic, and packaging waste.

Here are key statistics and smart fixes that might help manage waste in schools:

FAQ: how to reduce paper waste and usage

What are 7 ways to reduce or reuse paper?

Switch to digital documents, implement double-sided printing, use electronic signatures, store files in cloud storage, take digital notes, opt for paperless billing, and recycle unavoidable paper waste.

What can be done to save paper wastage?

Businesses can save paper by implementing digital workflows, using document management systems, encouraging hot-desking, and providing recycling bins throughout office spaces.

How to reduce paper usage?

Reduce paper usage by thinking before printing, adopting electronic signature solutions like Docusign eSignature, storing documents in cloud storage, and using digital note-taking applications.

How to reduce paper waste at home?

Opt for digital subscriptions, use e-statements for bills, store important documents electronically, eliminate junk mail, and set up dedicated paper recycling bins in convenient locations.

How to reduce paper waste management?

Implement proper sorting systems, invest in paper balers for larger volumes, educate staff about recycling procedures, and partner with specialist recycling companies for confidential document disposal.

Why should we reduce paper waste?

Reducing paper waste helps prevent deforestation, decreases landfill waste, lowers carbon emissions, conserves water resources, and protects biodiversity while reducing your environmental footprint.