The decision to go paperless can benefit not only your company and your employees, but it is also a way to protect the environment. Aside from the many options being provided by technology, going green is also the trend in businesses right now in order to lessen the effect of climate change. On the practical side, going paperless saves the company a significant amount of money from purchasing office supplies.
If you’re hesitant to practice paperless transactions in your company, here are some points you need to consider that might help you to easily transition into a paperless office.
Going paperless saves time. The tedious routine of printing-filing-searching for documents manually will no longer be necessary. By just holding down “Ctrl + F”, documents will easily be retrieved which can give your employee substantial amount of time to focus on tasks that are more relevant to the company’s success.
1. Your files will be easily accessible.
Files stored digitally in the cloud will allow your organization to become more flexible. A cloud account will help you do transactions outside the city with ease. You no longer have to wait for employees to relay data or ask someone to work on a weekday so you can successfully meet with a client. Your cloud account will enable you to easily search or retrieve a file without worrying about logistics or geography.
2. You can maximize your office space.
Years of operation will probably accumulate boxes upon boxes of files which will need space for storage. This will eventually result in an overcrowded office. Shifting to digital files will allow you to free up a lot of office space.
3. Storing documents digitally are safer than filing them in an office.
Unlike files kept in an office where it can be burglarized, digital documents are encrypted and protected by layers of security and has restricted access.
4. Going paperless will save you about $80 per employee, annually.
These savings is from costs related to office supplies and storage usage per employee. Calculating this amount to the number of employees in your organization will result in a substantial amount of savings on your part.
5. Going paperless will save a small tree.
The average usage of paper per year by a company is around 10,000 pieces or about 20 reams which are equivalent to a small tree.
Going paperless starts with a decision, but it’s not something that will happen overnight. You can use this outline to create a meticulous plan to strategize. The plan will help you streamline the process in order to reduce mistakes and maximize efficiency. Do not handle the transition hastily, because it might take months or years, to fully transition from paper dependence to digitally storing files.
Bear in mind that the transition is not marathon, rather than a sprint that must be taken one step at a time in a slow and steady pace. If you go too fast and push it on your people, it might not be successful.