How to Prepare Your Office for Growth: Print, Paperwork and Processes

1. Audit your current print setup

Before investing in new machines or signing contracts, take stock of your current print usage:

- How many pages do you print per week/month?

- What types of documents are being printed (invoices, forms, marketing materials)?

- Are you spending too much on toner, ink, or repairs?

- Are printers shared fairly and placed for easy access?

Tip: Use print tracking tools or reports from your existing devices to get data. Small inefficiencies (like colour printing by default) can snowball into significant costs over time.

2. Go Digital - but do it smartly

Going paperless is a buzzword - but it's not all-or-nothing. Instead, identify which paperwork can be digitised without disrupting workflows:

- Use e-signature tools for contracts and approvals.

- Store HR and onboarding documents in secure cloud systems.

- Switch to digital invoices and billing systems.

The goal isn't to eliminate paper entirely, but to reduce manual handling, duplication, and filing time.

3. Streamline paper-based processes

Some industries still rely heavily on paper. If that's you, focus on optimising rather than overhauling:

- Use pre-filled templates and auto-populated forms to save time.

- Install multifunction devices (print, scan, email) to reduce movement and manual filing.

- Create a standard naming system for scanned files to avoid messy folders and version confusion.

Example: A care home or healthcare provider might need to print patient documents - but with the right setup, those can be automatically archived to the cloud as they're scanned.

4. Automate Repetitive Tasks

Administrative work can be a hidden growth-killer if it's consuming too much time. Here's what to look at automating:

- Document workflows: Automate approvals, sign-offs, and filing.

- Recurring print jobs: Automate scheduling and batching.

- Supply management: Use software that tracks toner levels and orders replacements automatically.

These small shifts can save hours every week - especially as your team grows.

5. Standardise & Document your processes

When your business grows, things can fall apart if there's no consistent way of doing things.

Take the time to:

- Create SOPs (Standard Operating Procedures) for your admin tasks.

- Train staff on how to use printers, scanners, and systems properly.

- Define clear ownership of who manages what (e.g., who's responsible for ordering paper?).

These things might seem small, but they lay the groundwork for scalable operations.

6. Plan for scale, not just now

Growth isn't linear - you might suddenly add a new department or take on a major client. Set your systems up with room to expand:

- Choose cloud-based document systems that scale with users.

- Use modular print plans (not fixed volume contracts) that grow with you.

- Regularly review your needs every 6-12 months.

Being proactive avoids panic upgrades - and lets you grow without friction.

Final Thoughts

Growth is exciting - but without the right infrastructure, it can become chaotic. By preparing your print, paperwork, and processes, you're not just keeping up - you're creating a smoother, smarter, and more professional business.

If you want to find out more about the hidden cost of inefficient processes download our free guide www.orchardsystems.co.uk/freeguide

If you'd like help auditing your current setup or planning for scalable systems, we offer free

consultations to help you make confident, cost-effective decisions. Just get in touch! www.orchardsystems.co.uk/freeaudit