When people talk about sustainability in business, they often think about big-picture things—solar panels, carbon offsets, LEED certifications. Those are all great, but the truth is, some of the biggest opportunities to reduce your environmental impact are hiding in plain sight. They’re in your printers, servers, and software. They’re in the way you communicate with your team, process paperwork, and manage your devices.
Earth Day might be once a year, but your day-to-day technology choices affect the planet year-round. Whether your business is already using cloud services and unified communications or still working with paper-heavy processes and on-site servers, there are simple changes that can reduce waste, cut back on energy use, and help your team operate more sustainably.
You don’t need a massive overhaul. You just need to take a closer look at how your technology is being used—and where it might be doing more harm than good. Here are nine ways technology can help your organization waste less, save more, and work smarter every day.
1. Cut the Paper
One of the easiest places to start is with paper. Even businesses that think they’re “mostly digital” often print more than they realize. Emails, meeting notes, invoices, onboarding packets—it all adds up fast.
Shifting away from paper-based processes doesn’t mean eliminating paper entirely. But moving toward digital forms, electronic approvals, and automated workflows can significantly reduce printing needs. Digital records are easier to store, quicker to access, and don’t need to be filed in rows of overstuffed cabinets.
Even if you’re not fully automated, small steps—like sending PDFs instead of printed copies or using e-signatures instead of paper forms—go a long way.
2. Think Before You Print
For many businesses, printing is a default habit. But with just a few changes, you can dramatically reduce waste without getting in anyone’s way.
Start by setting printers to double-sided and black-and-white by default. If you use a print server or print management software, you can track usage and set rules to limit unnecessary color printing or large print jobs. You can also reduce abandoned print jobs by requiring users to release documents at the printer itself.
And if your office is full of small desktop printers—many of which use expensive toner and stay powered on around the clock—it may be time to consolidate. One well-placed, energy-efficient multifunction printer can often replace several smaller devices.
3. Use Cloud Storage When It Makes Sense
Cloud storage and cloud applications offer an efficient alternative to local servers, especially for businesses that don’t need heavy-duty computing power. Hosting everything in-house often means running underused servers that burn electricity 24/7—not to mention the energy needed to cool the room.
Cloud platforms typically run in large-scale data centers designed to be as efficient as possible. That means less energy waste, fewer hardware replacements, and more flexibility as your business changes.
If your business isn’t ready to move everything to the cloud, that’s okay! Even moving a few key functions—like email, file storage, or backups—can reduce your hardware footprint and give you more room to grow.
4. Keep Devices Updated (and Don’t Replace Them Too Soon)
A lot of businesses fall into the trap of holding onto outdated equipment—or replacing it too early. Neither approach is ideal.
Outdated machines often use more energy and are prone to crashing, which creates frustration and downtime. But replacing devices too frequently leads to electronic waste, higher costs, and more packaging and shipping materials.
The sweet spot is somewhere in between. Regular maintenance and timely software updates can keep computers, printers, and network devices running smoothly and securely for years. A Managed IT provider can help monitor device health and make informed decisions about when to repair and when to replace.
And when it is time to let go, make sure old equipment is recycled responsibly—not tossed in a dumpster behind the building.
5. Turn Things Off at Night
Many businesses unintentionally waste electricity by leaving devices running after hours. Computers, monitors, printers, wireless access points—even if they’re in standby mode, they’re still drawing power.
Power management settings can help, but scheduled shutdowns are often the best solution. Your IT team or provider can configure devices to turn off (or go into deep sleep) when they’re not in use. You can even install smart plugs or timers to cut off power to non-critical equipment overnight.
It’s a small change that adds up—especially across dozens of devices running five or six nights a week.
6. Rethink Travel and Meetings
Business travel has its place, but not every meeting needs to happen in person. Virtual meetings, file-sharing tools, and team chat platforms make it easier than ever to stay connected without burning fuel or racking up hotel stays.
If your team is already using a unified communications platform, make the most of it. Use video calls for face-to-face conversations, share screens instead of printing handouts, and record sessions for people who can’t attend live.
If you haven’t made the move yet, you don’t need to jump into a complex system overnight. Start with the basics: video calls, cloud file storage, and reliable internet access. You’ll cut travel-related emissions—and save time, too.
7. Reduce the Number of Devices in Use
It’s not uncommon for businesses to accumulate tech over time—extra printers, duplicate servers, outdated phones, or even leftover routers that still draw power.
A technology assessment can help identify where you can consolidate. Maybe one multifunction printer can replace three underused devices. Or your five small servers could be replaced by one cloud solution.
Reducing the total number of devices not only saves electricity but also simplifies support, maintenance, and future upgrades. It’s less to manage, less to power, and less to replace.
8. Secure Your Systems Without Adding Clutter
Keeping your business secure is non-negotiable—but that doesn’t mean you need more boxes blinking in the back room. Many modern security tools are cloud-based or lightweight, meaning they don’t require dedicated hardware that stays powered on 24/7.
Email protection, threat detection, multi-factor authentication, and data encryption can often be handled off-site, with updates applied automatically. That reduces your equipment needs and ensures your systems stay protected with less overhead.
If you’re unsure where to start, ask a Managed Services provider about tools that offer strong protection without unnecessary complexity or energy use.
9. Make Sustainability Part of Your Planning
Most businesses don’t make tech decisions based on environmental impact—but maybe it’s time to start.
When planning upgrades, don’t just look at features and price. Consider how long a device is likely to last, how energy-efficient it is, and whether the vendor offers recycling or trade-in programs.
If you’re working with a technology partner, ask them how sustainability fits into their services. Do they offer toner cartridge recycling? Do they track energy usage across your print fleet? Do they help manage hardware end-of-life responsibly?
Tech Is Part of the Problem—and the Solution
You don’t have to be a sustainability expert to make better decisions about the tech your business uses. It just takes a little awareness and a willingness to make small changes that add up over time.
Whether you’re using cloud tools or local servers, printing daily or barely at all, there’s always room to reduce waste, save energy, and work a little smarter. The right partner can help find those opportunities—and act on them at a pace that works for your team.
Because every choice counts.
Every unplugged printer, every recycled cartridge, every digital form instead of a paper one—it all makes a difference. And when your technology setup supports those choices, Earth Day becomes less of an event—and more of a mindset.
About Atlantic, Tomorrow’s Office
Atlantic is an award-winning office technology and IT solutions company providing Imaging Products, IT Support, Document Management, Cybersecurity and Managed Services to small and large companies in the New York City metropolitan area, and the Greater Philadelphia and Delaware Valley.
For the latest industry trends and technology insights visit ATO’s main Blog page.
