The paperless office is something that sounds great, but it takes thought and careful action to implement. However, if reducing clutter and doing the environment good is something that you want to achieve for your business, then the (almost) paperless office is totally doable.
Read on to find out how.
Get the C-Suite on Board
Your business needs to change the rules when it comes to developing, organising and managing records, rather than focusing on the end product, pointless printouts and waste.
Technology is cheaper and better than ever, and your employees are (more often than not) very technically agile and computer literate. With legitimized scanned copies and digital signatures, there are very few reasons why you need to print.
If you get management on board with the concept of the paperless office, the change can be much easier to make.
Create a Paperless Team
With the support of management, put together a team of people from across departments to focus specifically on reducing paper throughout your company. They will set goals, come up with and encourage the uptake of new practices and report feedback.
Educating your employees on new practices and why they are important will help make sure that your paperless office is a success. Create an easy-to-access online document that explains all the new practices. New employees should be educated too.
Instead of printing files to share, use Google Docs or Microsoft Office 365. They offer interactive document editing, so you can work simultaneously with colleagues on one document. You can download files to email them too.
If you’re in need of a storage system, then DropBox is great for storage on a smaller scale. DropBox allows you to create group folders and you can store and share large files.
If you have a lot of documents already in physical storage that you want to convert to paperless, then digital records management from TNT Business Solutions can help you fully manage document organisation.
Work with your IT department to analyze opportunities to minimise printing. For example, you could give your employees the ability to create PDFs as opposed to printing, or default to double-sided printing.
Tell Your Clients and Suppliers, etc
If you can get the support of your clients, vendors, customers and banks, then you have an even better chance of being successful in becoming paperless. Things such as electronic invoicing, electronic order processing and online banking will all contribute to your paperless success.