A large portion of modern-day businesses still use a huge amount of paperwork. When we tend to ignore the existence of papers on our everyday life, they are everywhere. While the concept of paperless office has been around for several decades, the idea never materialized in its full scope. In today’s post, you will find everything you need to know about creating a paperless office.
Analyze the Current Situation
When you are running a business with several employees, it becomes a bit difficult to keep track of the printing. But in order to go paperless, you need to find out what you are printing now. If possible, you should choose a print audit software solution.
Once you know how much you are printing, you can easily find out the amount of saving is you get rid of the paper-based system.What’s more, you will also be saving money from additional expenses like cartridge, toner, electricity cost, storage, and maintenance. Whenever possible, you should choose the digital version of your documents instead of the traditional systems.
Take the Necessary Steps
Now that you know how much you can save by going paperless, it’s time to take the actual steps. Your first course of action is to employ cloud storage services. Instead of saving the physical copies of your documents, you should use a document scanner service and save the digital documents on cloud storages. And if you don’t have that much paperwork, you can take care of the scanning process by getting a scanning device.
Signing papers is another common event in most offices. And this also requires you to use a lot of papers. You can avoid this by going for a digital signing service. Most businesses now accept digital signing in their regular operations. What’s more, it is also legal in some countries as well.
Every business involves some sort of financial transactions. And to perform these tasks, you need to deal with banks and other types of financial institutions. All these processes require heavy usage of paper. You can make these paperless by choosing online banking. Ask your bank to send digital statements. If possible, pay your bills and make other payments online.
Plan for the Future Steps
While paperless office software will make the process easier, you still have to take care of the small details. First of all, you need to train your employees to make the most out of paperless technologies. Instead of complaining about the changes, their attitude should be focused on utilizing the new systems. As an added bonus, you can provide incentives for your employees to adopt with the changes quickly.
Naturally, you will also need to get rid of old technologies, gadgets, and devices from your office. Find out which devices have become useless in the new system and dispose them in an eco-friendly way.
Getting rid of the paper-based system is also likely to free up some space in your office. You should utilize this rare chance to improve the condition of your workplace. You can implement things like getting a larger monitor, installing a dual-monitor setup, having more necessary systems etc. to improve the overall productivity.
I hope the above discussion has provided you a clear idea about the whole process of going paperless. While the process has its challenges, the advantages outnumber them in any way. It is a crucial process if you want to remain competitive in today’s business world.