How To Create A Paperless Office
The term ‘paperless office’ is one that has been bandied about for seemingly decades now, yet for many business owners, we don’t seem to be any closer to actually achieving this goal. A truly paperless office would be a wonderful thing since it would be less cluttered, more organized, it would save money, and it would ensure greater productivity. Add to this its green credentials, and it just makes a lot of sense to go down this route. If this sounds like something you’re ready for your own business to achieve, read on for some useful tips on creating a paperless office.
Use Digital Storage
Even if you don’t have much paper coming into your office anymore, you may still have a lot of it taking up room in your filing cabinets. Storing important documents is vital for a business – in many cases, it is the law – but you may not have to keep it physical to comply. Uploading this information and storing it digitally on the cloud or an external hard drive will free up a great deal of space on a practical level.
On a business performance level, having the information stored digitally will make it much easier to find specific documents, it means the files are easier to share, and it means they are more secure. Even sending these potentially larger files doesn’t have to be an issue if you have implemented the right systems such as SIP trunking, about which you can learn more here.
Remove The Printers And Scanners
If your staff has always used paper to carry out their work, this is what they will continue to do, no matter how much training and information you give them about going paperless. To push the point home, remove the printers and scanners from your office. If there is no way to print documents, and assuming you invest in some good training, your team will need to learn a different way of doing things.
Of course, you may run a business that does require some printing to be done – if you send packages via courier, for example, you’ll need to print labels. In this case, remove the personal printers and simply have one centralized printer instead. If each worker has to input a code to use it, you can track its usage and make sure nothing is being printed that doesn’t need to be.
As a boss, you’ll want to see your employees in meetings and giving you reports during those meetings, and afterward too. In the past, this meant a lot of printing – a desktop computer couldn’t be taken from one room to another to show someone the information they need to convey, and sending an email isn’t the same as giving a proper presentation.
Therefore, why not provide your team with tablets? These are lightweight and mobile, and will mean that reports and presentations can easily be done through the one unit, with no printing necessary. This is especially true if everyone is connected, and any notes that need to be made can be made on screen.
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