To Achieve Paper Cost Reduction

How Lean Partner Helped an Organization Achieve 70% Paper Cost Reduction and Move Toward a Zero-Paper Future

For years, printing had been an unquestioned part of the organization’s daily operations. Branches printed claims, proposals, receipts, service requests, audit documents, and customer records — often in multiple copies. It felt normal. But behind the scenes, paper usage was spiraling, costs were climbing, and the company’s sustainability ambitions were becoming harder to achieve. The organization had committed to becoming a zero-paper operation for all “in-control” processes by the end of 2021. Yet, despite good intentions, the actual transformation never seemed to take off.

When Lean Partner stepped in, we quickly discovered that the problem was not simply the amount of printing — but the ingrained behaviors and system limitations surrounding it. Many frontliners were comfortable with old practices and hesitant to change. Others lacked the digital skills needed to shift away from manual, paper-heavy routines. More importantly, most branches didn’t have proper digital storage or backup solutions. A significant number of branches had faulty or unusable NAS devices, and staff had little confidence in storing documents electronically without reliable backup. As a result, they continued printing for “safety,” “record keeping,” and “audit evidence,” even when alternatives existed.

Our deeper analysis revealed another major barrier: digital capability gaps. Over half of the frontliners did not have basic Excel or digital processing skills. Many were unaware that tasks they were performing manually — printing, sorting, filing, reconciling — could be automated or done digitally within minutes. This created a cycle where staff defaulted to printing because it felt safer, simpler, and familiar. The organization wasn’t just dealing with a paper problem; it was dealing with a capability and confidence problem.

To break this cycle, Lean Partner designed a transformation centered on empowerment and simplification — not enforcement. We conducted targeted digital training to upskill staff, focusing on Excel fundamentals, digital extraction, and report handling. We introduced structured guidance for branches on how to store and retrieve digital documents confidently. For locations without reliable NAS backup, we established a document retrieval process directly from the system to ensure records could be accessed whenever needed. At the same time, we encouraged the organization to consolidate storage through shared folders and secure digital channels, reducing reliance on physical copies.

As confidence grew, printing naturally reduced. Staff who once printed out of habit began leaning into digital processes. Workflows shifted, behaviors evolved, and the organization slowly saw a cultural shift toward digital-first thinking. The results were not only operationally impressive — they were financially significant. By 2021, printing volumes had drastically decreased across all months compared to the previous year, reflecting genuine behavioral and system change. By 2022, the organization had already achieved and surpassed its paper reduction target, proving that sustainable transformation is possible when people are supported, trained, and aligned to a clear vision.

The transformation delivered powerful results:

  • 78% reduction in total printing volume
  • 70% drop in printer-related costs
  • 76% reduction in stationery expenses
  • 95% of processes successfully migrated to paperless
  • Branch storage lease terminated
  • Removal of dot matrix printers and maintenance costs
  • Achieved 70% reduction in overall printing cost

This success story demonstrates that going paperless is not just a sustainability goal — it is a strategic opportunity. By training people, strengthening systems, and guiding behaviour change, Lean Partner helped this organization cut costs, improve efficiency, and make meaningful progress toward a digital, sustainable future.