Paper is deeply entwined with the every day running of a business, but for the last 50 years, technology has been steadily developing to help us reduce the reliance on the paper that flows through our offices. Not only will going paperless help cut down on paper use and the environmental effects of paper consumption, but using less paper can also cut costs for the operations of your business. Read below for 5 of the best tips to make your office paperless.
One of the most effective means for cutting into your business’ paper consumption is to simply make the process of sharing and storing documents require as little paper as possible. A document management platform can be an amazing part of your office’s going paperless. Through using an effective document management service, you will be able to integrate a system of sharing and distributing documents into your workflow. These services will enable you to share documents easily between users, set up plans to distribute them appropriately throughout your office’s workflow, and can even help you sidestep limitations on information sharing imposed by proprietary software.
Printing is a habit, and making it just a little harder to access can go a long way to helping you and your staff cut that habit. Over a period of time, remove some of the printers in your office. As you do, it will become steadily less convenient for you and your staff to print documents unnecessarily. In this way, your transition to a paperless office will be that much easier.
Convert Your Workspace
One of the most common barriers to going paperless is the reliance on printed notes and other reference material. Often people will print out page after page of paperwork to make switching between referencing a document and working on their screen. One convenient way to solve this problem is to expand your workstation to a dual-screen setup. This way you can have one screen maintaining the project on which you are actively working while the other holds your reference materials.
Scan Your Documents
Once a habit of keeping your work on paper is developed, it can be very challenging to start maintaining your records digitally. This is entirely reasonable, as who wants to remember whether they have to sort through digital or physical paperwork to reference a particular piece of information? Scanning is a great way to get around this. But don’t scan your documents piece by piece and simply store them as images. Optical Character recognition will allow enable you to maintain your documents as searchable text files, letting you find and reference the information you need in an easy and timely manner.
Get on the Cloud
Cloud storage services enable you to maintain your files in the most accessible way possible. Rather than keeping them on a single computer or even on a bulky and expensive-to-maintain server, once you’ve switched to cloud hosting, you’ll be able to retrieve your files any time that you have an internet connection. A good cloud services provider will even be able to store your data in various locations, helping you maintain compliance with the regulation your industry requires.
If you’re excited for going paperless, the best time to take the first steps is now! Every piece of paper you save, every document you upload, all these things will help you in the transition to a faster, leaner operation. To start your journey to becoming paperless, contact CASNET today.