Three Easy Tips for Going Paperless in Your Office
Going Paperless in Your Office can help improve efficiency and reduce environmental impact. By following these three simple tips, you can transition to a more digital workflow seamlessly. First, start by digitizing your documents using a document scanner or mobile scanning app. Next, utilize online platforms and cloud storage services to store and access your digital files securely. Lastly, encourage your team to adopt digital communication tools and collaborative platforms for efficient collaboration and reduced paper waste. Embracing a paperless office is a smart move that can benefit both your business and the environment.
In today’s business world, especially among small business entities, the quest for going paperless is picking up substantial steam. Going to a paperless office is not only good for “going green”, but will also help to organize files much better while saving a ton of room in the office itself. Because of this move towards being more paperless, several different document management solutions have gotten to be quite popular. Mobile phones, tablet computers, and apps like Evernote, give a whole new world of being able to capture documents and store them for later use or for filing.
In today’s business world, especially among small business entities, the quest for going paperless is picking up substantial steam. Going to a paperless office is not only good for “going green”, but will also help to organize files much better while saving a ton of room in the office itself.
Because of this move towards being more paperless, several different document management solutions have gotten to be quite popular. Mobile phones, tablet computers, and apps like Evernote, give a whole new world of being able to capture documents and store them for later use or for filing.
As people continue to test the waters of their own paperless existence within their own small business, there are still those who continue to use paper documents in unnecessary ways. Here are some easy tips to follow for going paperless in your own office.
1. Use Electronic Bills and Signing
Electronic billing is a great way to manage a lot of your invoices and your bills. You can sign up for this type of billing through most utility companies today. By using this you no longer have to worry about your bill “being lost in the mail” or buried under a pile of papers. It is sent to email and can be automatically paid through a link. Electronic signing is another way to reduce the clutter, but having a legal signature on a contract or other binding agreement.
2. Send Documents or Use Cloud Computing
Another way to reduce the amount of paper that is flowing through your small office to reduce the use of it in things like memos, drafts, presentations, charts, and other things that people put together into large binders to hand out. Use cloud computing services like Google Docs or Zoho in order to keep your company papers managed, but able to collaborate on. Other useful tools include BaseCamp or Asana for task management and file sharing.
3. Scan Old Documents into Organized E-File Cabinets
This is where you can really make a dent in the paper of your office. A scanning service can help you take your older documents that are essential for record keeping and law requirements and scan them into organized electronic file cabinets. This means that you can reduce much of the space wasted with file cabinets, or costs of storage in off site locations.
Scanning does not only have to be limited to older documents. Any bills, receipts, memos, and contracts that are still produced through paper can also be scanned through a mobile device, tabletop scanner, or dedicated scanning service which can handle the workload for you.
The road to a paperless office is one that can, at times, be a little bumpy. But, with these three tips you can ease some of the problems and give yourself a good foundation.