The average office worker uses way too much paper. Around 10,000 sheets of paper every year, to be exact. Does this sound like a lot? What if you multiply this by the number of the staff in your workplace? The figures are imposing, aren’t they? Reducing paper use is only one of the reasons for going paperless. The following are some of them:
Access your documents anytime, anywhere
Getting the required information and processing it within a few seconds, not hours or even days, is essential if you want to succeed in today’s digital world. A variety of workflow automation services let replace bulky filing cabinets and inefficient manual processes with modern technologies.
Find information faster
According to statistics, office workers spend more than 30% of their time searching for documents. Now let’s imagine all your contracts, bills, and invoices are accessible in electronic form. Do you realise how much easier it would be? Just using some keys, namely, date, document type, or text world-searching will let you immediately find the required document.
Automate manual labour
Have you ever thought how much time your staff waste on completing tasks manually? Companies lose about $1 trillion per year because of poorly managed processes, which seriously decline their productivity. By some counts, never-ending manual routine tasks sometimes can take up a quarter of the work time. That’s why some office processes are perfect candidates for automation – without sacrificing the success of your business.
Make changes without obstacles
The complexity of paper documents is caused by the fact that they are not editable. Once you print a file it becomes “out of synchronisation” with the data in the system. It’s a lot harder and costlier to update the document.
Save the environment
Global warming is caused by the emission of greenhouse gases, which significantly pollute the environment. This is another ?onvincing argument for switching to a paperless office and reducing our carbon footprint. By using electronic document management services you will contribute to reducing the destruction of forests. More trees around means more absorbed carbon dioxide.
This is not a complete list of benefits you’ll get by switching to a paperless office. However, that’s quite enough to consider the paperless transformation for your business. At first glance, this process might seem daunting – it’s easier said than done. That’s why we’ve prepared a step-by-step guide so you could make the transition as seamlessly as possible.
1. Gather an enablement team
Depending on the number of staff in your company, you’ll need an enablement team or person who will be responsible for the changes. Given the fact, going paperless implies full or partial digitisation of business processes, someone has to train the employees who are not really tech-savvy. Although the transformation is aimed at saving time, initially, it is necessary to spend efforts and time on internal training.
2. Take payments digitally and pay online
Reduce the use of paper in your office and spend less time visiting banks. You can check your balance, make transfers, and payments right from your mobile phone even on the go. With a 24-hour access to your accounts, there is no need for manual completion of long forms.
3. Use collaboration solutions and file-sharing services
Workplaces require collaboration tools to help you and your team cooperate successfully. For instance, brainstorming and meetings sharing notes and documents, or even assigning tasks digitally is more efficient than printing out tens of copies. Online tools keep conversations going without wasting paper no matter where your team members are.
4. Use bookkeeping software
Let us take a look at a specific example: you are a small business owner. In this case, you probably don’t have a properly trained person keeping your books. However, managing records should not be a stumbling block during your workflow. Doing your business accounting manually requires massive amounts of paper. Moreover, mistakes made in handwritten books have profound consequences for your tax return. Consider implementing online accounting software to avoid this potential threat, not to pay more, and skip the madness of paper receipts. Your customers will appreciate the opportunity to get receipts in their inbox. Such programs will allow your accountants to do much more work in less time and let the CEO stay fully apprised of the financial situation in real time.
5. Close more deals with electronic signature apps
For a truly paperless office, you need the right tool to electronically store, sign, and send documents. By making significant efforts to cut down on the expenses, this is a great way to reduce paper production while using less energy. To electronically sign contracts or agreements containing sensitive information, and get an approval for a project, you should consider purchasing a reliable software. Our choice is KeepSolid Sign, which will help to eliminate accuracy problems, capture signed records or store them in a digital format, protect sensitive data from unauthorised access.
Going paperless can be challenging and it’s highly unlikely your office will be completely paperless. However, with reducing the amount of paper for daily tasks, you will increase productivity and give your workflow tremendous flexibility. Start the process and you will appreciate the benefits of the new digital way people do business.