How to Reduce Your Organisation’s IT Footprint

From laptops and software to emails and file storage, IT has become an essential part of day-to-day business. But while digital tools can help organisations work more efficiently, they also carry an environmental impact.

As part of Digital Waste Month, we were joined by Julie Bishop, CEO of IT Naturally, to explore how organisations can reduce unnecessary digital waste and make better use of the technology they already have. One message came through clearly: before adding more, take a closer look at what you already have.

Watch the webinar recording or read our summary below

Start by asking: “Do we really need it?”

Throughout the webinar, Julie returned to a simple principle:

Understand what you need. Have what you need. Securely remove everything else.

Whether you’re looking at devices, software, emails or document storage, the same question applies: are you still using it?

Many organisations have old software subscriptions, duplicate files, outdated documents and historic data sitting in storage long after they’ve stopped adding value. Regularly reviewing what’s being used and what’s no longer needed can help reduce digital waste while making systems easier to manage.

Make devices last longer

When a laptop starts slowing down, replacing it often feels like the easiest option. However, extending the life of devices can be one of the most effective ways to reduce waste.

Before investing in new equipment, consider whether devices could be repaired, upgraded or replaced with refurbished alternatives. Simple actions such as adjusting energy settings and switching devices off when not in use can also help reduce energy consumption over time.

And when equipment does reach the end of its life, make sure it is disposed of responsibly through a provider that can securely wipe data and maximise opportunities for reuse or recycling.

Take a closer look at your software

Software is often overlooked when organisations think about their environmental impact.

Over time, it’s easy for different departments to adopt similar tools for the same task, resulting in overlapping subscriptions and licences. Reviewing your software estate can uncover services you’re no longer using and help identify opportunities to simplify systems across the business.

As well as reducing complexity, removing unused software can lower costs and reduce the resources needed for cloud hosting, storage and backups.

Declutter your inbox

Email is something most of us use every day, often without thinking twice about it.

Julie encouraged organisations to take a more intentional approach by sending emails only to those who genuinely need them, sharing links rather than large attachments where possible, and regularly deleting emails that are no longer required.

One practical suggestion was creating folders with automatic deletion rules for temporary information, helping prevent unnecessary messages being stored for years after they’ve served their purpose.

It’s also worth reviewing large attachments and historical emails from time to time. Chances are there are files sitting in your inbox that haven’t been opened in years.

Organise your files and document storage

If you’ve ever spent ten minutes searching for a document only to discover three slightly different versions, you’re not alone.

Duplicate files, draft versions and poor folder structures can all contribute to digital waste.

Having a clear document management approach can make it easier for people to find information while reducing unnecessary storage. Julie recommended keeping one master version of documents wherever possible, removing redundant drafts and reviewing older files that are no longer needed.

For information that must be retained but is rarely accessed, cold storage options may offer a more efficient alternative to keeping everything instantly available.

Digital decluttering can improve security too

One of the most interesting points raised during the discussion was that reducing digital waste isn’t just an environmental issue.

The more data an organisation stores, the greater the potential risk if that information is compromised. Historic customer records, outdated HR information and forgotten files can all create unnecessary risks if they’re retained indefinitely.

Removing information you no longer need can help reduce storage requirements while also supporting good data management and security practices.

Don’t underestimate the business benefits

For many organisations, the environmental case will be enough reason to take action. But it’s not the only benefit.

Many of the changes discussed during the webinar can also reduce costs, improve efficiency and strengthen information security. When encouraging colleagues to get involved, these wider benefits can often be just as persuasive as the sustainability argument.

As Julie explained, different people are motivated by different things. For some it’s reducing environmental impact, for others it’s saving money, improving efficiency or reducing organisational risk.

Ready for a digital declutter?

Digital waste can be easy to overlook because we can’t see it in the same way we see overflowing bins or wasted paper. Yet every file, email, licence and stored document contributes to an organisation’s digital footprint.

The good news is that getting started doesn’t need to be complicated. Whether it’s reviewing unused software, deleting duplicate files or thinking twice before hitting “Reply All”, small actions can quickly add up.

This Digital Waste Month, why not set aside some time for a digital declutter and see what you uncover?