How to Establish a Paperless Office
In business, we’re still very reliant on paper. Why, though? Mountains of paperwork create storage issues, are impossible to recover if lost and are expensive to distribute. Today’s technology has made it possible for businesses to cut back, or even stop, their dependence on paper. We’ve put together some of our top tips for working towards a paperless office.
Evaluate your use of paper
Before you can reduce your volume of printed documents, you first need to know what it is you’re printing, how the documents are used and where they are then stored. Once you know this, you can make appropriate amendments.
Use online apps
Thanks to cloud technology, apps have made workplace collaboration a great deal easier. Documents can now be developed, shared and stored much more easily. Apps like PayPal, Dropbox and Google Docs are an excellent place to start when looking to go paperless.
Train your staff
If you really want to go paperless, your staff need to be on board with your vision. It’s likely that they will need some form of training in order to use your handy new apps and understand their new document processes and related security protocols.
Scan incoming documents
Not every firm will share your paperless ambition. Don’t let it deter you, though. If they send you a paper document, scan it onto your system.
Digitally sign your documents
In most countries, digital signatures are now legally valid. No longer will you need to print off all those lengthy documents to initial and sign.
Modernize your equipment
To transition to a digital operation, you may need to invest in some new equipment. Modern printers often have a range of functions, such as copying and scanning, which will help you to digitize your documents. For staff who like to work with paper documents, large-screen or dual-screen PCs may prove useful.
Going paperless, or at least some way to it, is a realistic ambition for many businesses. Ultimately, your ever-more digital operation will save your business money and make it more efficient.