A paperless office is exactly what it sounds like – an office that is capable of completing most of its business functions without using any paper. Instead of dropping a memo off, employees use email. Instead of signing physical contracts with a pen, the electronic signatures can be used.

Ultimately, when you decide to move towards a paperless office, you're deciding to have a positive effect on both your business' bottom-line and the environment. Your business will no longer need to spend as much money on supplies, such as expensive printer toner, and the fact that you're printing fewer documents means trees are being saved.

Here are six ways you can make the switch to a paperless office:

1. Use a Document Management System, like M-Files

Proper document management is key to making the move to a paperless office. In the past you'd have to print off every document you created and store it in a file cabinet for future reference. However, implementing a document management system, such as M-files, enables all of your documents to be stored electronically, and then searched and accessed via metadata. Not only does this increase the pace at which employees can do things, it also eliminates excess paper shuffling and lost documents.

2. Utilize the Scan & Email Functions of Your Printer

Every time you fax a document, using the traditional method, you're effectively creating a duplicate, which is produced at your destination. In many situations, this process can be supplemented by using the scan-to-email or scan-to-fax function on your printer. If you do need to send a physical document to another destination, you can scan the document to your printer and then email the electronic copy to your intended recipient.

3. Use Cloud Storage Instead of File Cabinets

Cloud storage eliminates the fear and dread of entering the intimidating, sometimes chaotic, file room to find a document. It also eliminates the need to print and then file documents. A cloud storage system greatly assists the move to a paperless office. All of your files will be stored safely online, thus eliminating the need for paper copies. As an additional benefit, it's far easier for employees to access files stored in the cloud, no matter where they are working.

4. Email PDF Invoices & Statements

Invoices and statements are printed and sent on a regular basis, in most companies. After you complete a job or fulfill an order for a customer, you have to send them an invoice in order to get paid. This process is not only inefficient, but it wastes paper, particularly as your sales and customers grow. Instead of using a printed invoice, envelope and stamp, consider emailing your customer a PDF. They'll still have all of the information they need in order to pay you – plus it will get to them more quickly than the one sent in the mail.

5. Use Digital Contract Systems Instead of Paper Contracts

Signing and initialing an agreed upon contract is not only tedious, it can also be an excessive use of paper. Instead of printing these contracts off and going through them manually, your business can adopt a digital contract system. In a digital contract system, those signing the contract create an electronic version of their signature and initials. Then, they can tab through the contract and sign where required.

6. Take and Provide Meeting Notes on a Laptop or Tablet

It's not unusual at meetings to have multiple printed documents for all attendees; common documents include agendas, meeting minutes, notes and to-dos. If your meeting attendees have the technology, you can send these documents to them prior to the meeting so they can access them via a mobile device – during and after the meeting. This has the added bonus of content being less likely to be misplaced after the meeting has ended.

A True Paperless Office

Implementing the above tips can help your business save money, increase productivity and keep your work environment green by turning your workplace into a paperless office.