Ditch the Paper: Benefits of Paperless Office

Introduction

Although the concept of a paperless workplace has been around for many decades, most workplaces still use lots of paper. Why? There are many reasons for this, but the most important is that humans resist change.

Learning new protocols is essential to digitally do everything. Habits are built around paper. These habits can be costly in time and money. You will spend less time creating documentation if you use too much paper. This could include scanning, printing, copying and faxing. This is just the beginning of the cost.

Employees spend hours finding and filing paper documents. Companies need storage space for these paper copies. Many of these documents contain sensitive information that can’t be just thrown away. You have to pay for storage or destruction. There are also the costs associated with paper supplies, as well as the environmental impact. You might also want to invest in new technology to help you make the transition to digital easier.

Assessing the current working environment of your company is the first step. Even if your office wants to be paperless, you will probably find a lot more paper than you realize. After completing a thorough assessment of your paper usage, you will be able to create a strategy for eliminating paper-dependent processes.

Benefits of a paperless office

Reduce clutter

You will likely have paper piles stacked up, even if you are very organized. There may be boxes and file cabinets for tax returns or any other paper documents. Most likely, a lot of your paper documents don’t need to be there.

Reduce waste

Think about all the flyers, bills, school notes, and other paper that you receive every day. Switching to digital billing or email can reduce the amount of paper you receive. You can also request email or phone communication from schools or other organizations in your family.

Organization is key. 

You can add reminders by email or phone to your digital calendar. This will ensure that you don’t miss any appointments. You can digitally store important legal documents so you don’t have to worry about them being lost in the event that they are destroyed. You can organize your life using your phone or other devices. This will save you time and replace handwriting your to-do list and events on a planner or calendar.

It’s better for the planet

It would be a significant improvement in the deforestation rate and the amount of waste we place in landfills if every American committed to recycling and reducing their paper use.

The benefits of a paperless workplace

Cost savings

Paper, ink and other printing supplies can be expensive. Ink cartridges, paper and other printing supplies are the most expensive home office expenses. You can save money by reducing the amount of paper that you use

Storage saving

You can reduce the amount of storage space you need by digitizing your files and other methods to reduce paper. Space is often limited in a home office. This will make it easier to design a more functional workstation and enhance the appearance of your home office.

Keep tidy and well-organized 

A clean, tidy, and pleasant environment in your home will increase productivity and improve your mood. You’ll be able to reduce the amount of paper that you use and have less clutter.

Increased efficiency

It is more time-consuming to search for files on paper than it is to create them. You can find the documents you need faster by moving to digital or cloud formats.

What it means for your workplace to be paperless

Many paperless offices use digital communication to communicate internally and externally. You can send memos via email or through your work portal. Businesses might communicate with each other using cloud-based programs, internal platforms, and mobile devices. Employees may bring their own devices to take notes electronically to meetings. Many companies prefer fillable PDFs or e-signatures when signatures are required.

External vendors and partners may rely on paper to run their business processes. Today, many companies opt for direct deposit for their payroll as well as electronic billing or payment processing.

Ideas for a paperless office

It takes time to create a paperless office. The use of new technologies can improve workflow and replace obsolete models. It’s not about technology that makes the office paperless. Some employees may not be open to new processes. It is important to get your employees on board with your paperless office strategy.

These are some ideas that will help you create a paperless office strategy.

Scanner apps

You will need a system that can take any paper you have (receipts, business cards, etc.) and turn it into digital. QuickScan Document scanning apps are great for this purpose. They convert your smartphone into a scanner, so you can take information with you wherever you go. It can also scan documents and capture forms.

Environment friendly initiatives

Create an office-wide environmentally-friendly initiative. Although the environment is not the only reason for going paperless, it is something that all employees can support. Examine your current energy saving and recycling practices and give educational materials to employees so they can understand the consequences of responsible paper usage.

Reduce use of Printers and Fax

Reduce your use of office equipment like printers and copiers. Sometimes it is not practical to take out your copier and banish paper. You will need a printed copy of certain documents in some situations. You can make a schedule to use office equipment, or reduce the number of machines.

Communicate openly and honestly with all generations of employees. Millennials and Generation Y are more likely to become paperless. They are used to reading and disseminating information on a screen and are comfortable with using technology most of the day. Depending on the technology they use, Generation X may be just as comfortable with technology. Some Generation Xers and Baby Boomers may be reluctant to eliminate all paper. Talk to them about your concerns and offer alternative solutions.

Eliminate fax machines. It’s time to get rid of fax machines in your company. Fax machines are not common in many companies. 

Employee Buy-ins

Get employee buy-in. Compliance is key to any strategy’s success. Some employees won’t be open to learning new procedures or disrupting their workflow by using new systems. It will be an obligation and a way to communicate with employees about any concerns.