Tools to Reduce Paper Usage in the Office

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2 minutes
8th of December 2023

As global awareness about the environment continues to increase, more and more businesses are looking to reduce their carbon footprint by going paperless. Not only does this help the environment, but it can also lead to improved efficiency and cost savings. In this article, we will explore some of the best tools to reduce paper usage in the office, including Spreadly's digital business cards.

Cloud Storage and Collaboration Tools

Most businesses rely heavily on paper copies of documents, which can be inefficient and expensive to manage. By using cloud storage services like Google Drive, Drop Box or Microsoft OneDrive, documents can be easily stored, shared and accessed by all team members. Collaboration tools like Asana or Trello and team messaging apps like Slack or Microsoft Teams also enable employees to communicate and collaborate more effectively, so project collaborations and deadlines can be managed more efficiently in the digital space.

Scanning and OCR Tools

With the help of scanning and OCR tools, it's possible to convert paper documents into digital format. OCR software, such as Adobe Acrobat, Microsoft Lens and other OCR software can help recognize scanned text, turning paper documents into searchable, editable files. This process helps to reduce clutter and improve efficiency - by allowing files to be electronically archived, easily searched and more accessible to all employees.

Digital Business Cards

Spreadly’s digital business cards are a great solution for reducing paper usage in the office. Not only are they eco-friendly, but they also make networking more efficient. Employees can create their own digital business cards with their contact details, job title, and a brief introduction about themselves. These can be easily shared via email, social media platforms or in just a few clicks. This also means they can be updated regularly, avoiding the need to discard old business cards.

Electronic Signature Platforms

Signing paper-based documents can stand in the way of a smooth work process and increase the cost of printing and mailing. With electronic signature platforms like DocuSign, Acrobat Sign or SignNow, employees can sign and send documents electronically, reducing paper usage and time spent on physical delivery.

Interactive Whiteboards

Interactive Whiteboards are an excellent tool for brainstorming and planning sessions. These digital whiteboards can display and modify files like PDFs, images, and spreadsheets, providing employees with increased efficiency and a more collaborative experience, minus the paper usage.


By incorporating these tools into your office, you can dramatically reduce paper usage, improve collaboration and efficiency, and create a more eco-friendly work environment. Going paperless is good business sense and promotes positive results that benefit both the environment and the bottom line. So, let's take advantage of the innovative digital technologies available to us and do our part for the environment, starting with Spreadly's digital business cards as a more environmentally-friendly alternative to traditional business cards.

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