As more of life's daily activities become accomplishable on mobile devices and computers, the extensive use of paper has become somewhat of an archaic notion. There are definitely still some things that it is needed for, but with so much being done digitally these days, companies are dealing with a lot less paper than they have historically.
And yet, some organizations still feel as though they are swimming in it. They feel overrun by clutter and encumbered by the disjointed nature of their filing systems. Paper-based messages and memos, in order to be filed successfully with related electronic missives, have to be scanned back into the computer – a process seen by many as not only tedious, but one easily put off. Soon, there is a stack of papers taking up valuable personal space, and the idea of digitizing all of them is not getting any more appealing.
Businesses that want to enable their staffers to have everything they need in a convenient manner need to focus on ways in which they can go paperless. Having most critical assets readily accessible in the cloud can be a way to improve productivity while also becoming more environmentally friendly.
Here are some of the top ways for a business to go paperless:
1) Go with completely digital finances
Many organizations offer the option for their employees to directly deposit paychecks into their bank accounts. Chances are, a vast majority of them are probably taking advantage of said opportunity. Even if this is not the case, paper checks and even payment stubs are one way to greatly reduce purchasing costs and time, not to mention the environment. Statements and information can be made available online, which is more convenient for everyone in the long run, anyway.
This is also true for other financial matters that businesses have to attend to. Paying bills, for example, is something that can be more easily accomplished through a Web browser – sometimes automatically. This streamlines daily operations and cuts down on paper consumption significantly.
2) Get tough on existing paper
When clearing out filing cabinets, it might seem like an arduous task to attempt to scan everything. Chances are, that is because it is. Not only that, but it is more often than not totally unnecessary.
While there are definitely going to need to be things that are preserved or scanned into a new database, chances are that there are plenty of things that can be swiftly recycled. Be hard on what stays and what goes – it will ultimately make things much easier for everyone.
3) Apps change everything
Taking notes is something that has historically been accomplished with a pen and pad of paper. One thought is to scale back on how many of these supplies are purchased and instead push for the use of note-taking apps around the office. This may seem harsh to try jarring people out of their old ways, but an increasingly mobile workforce is taking to new assets quite well in so long as they are functional.
"The friction of trying something new is so much lower with mobile devices," said Doxo's Steve Shivers to PC Magazine contributor Jill Duffy. "You need to find something that has instant gratification."
4) Switch to cloud-based faxing
One of the main paper-related expenditures that companies spend money on is faxing. Some people believe that faxing is a dated technology, yet it is still being leveraged for a number of reasons in many enterprise settings. It is not only more direct, but it is also safer in its methods of transmission – so much so that some industries, like healthcare, require it by regulation.
As such, many businesses have come to feel bound to their fax machine, which is segmented from other devices to the point of being an essential burden. But by seeking out cloud fax solutions, messages and documents can be transmitted in the same way, but in a manner that embraces mobility. When appropriate or necessary, faxes can be sent to email addresses or even encrypted smartphone apps. This way, paper usage is dramatically reduced while also allowing employees to have access to critical channels in a form that is suitable for the 21st century.
Paper consumption among enterprises has gotten out of control. This is strange, considering how many incredible modern assets are at the disposal of the average organization. Not only can these practices have a positive impact on the environment by eliminating a certain dependence on paper, but they can also unlock powerful means of productivity – some that employees might not have known existed. By encouraging a paper-free workplace through mobile apps, digital finances, tough condensing of existing files and fax over IP solutions, enterprises can foster innovation and success among their offices.
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