Many businesses that want to put emphasis on sustainability are attempting to go paperless. Paper waste is incredibly common in the corporate world. Even recycling programs don’t deal with all of that waste effectively.
While going paperless is definitely a noble task, some wonder whether it’s readily attainable. There are several things that companies can do in order to achieve such a paperless status but a few important considerations will have to be kept in mind, as well.
Consider the Benefits
Before reaching the conclusion that you’d like to go paperless, it may be a good idea to examine all the benefits that stem from the decision. For a start, a digital archive is much easier to maintain, it encourages collaboration and it’s less expensive. Going digital will free up a lot of space, even making it possible for a business to get rid of a storage unit or opt for a smaller office.
The reduction of waste will create a corporate culture that you’d like your brand to be associated with. Sustainability is becoming more and more important in a world that’s increasingly mindful of its resources. A company that makes the transition now will build a positive brand that will appeal to clients.
Needless to say, working with a digital archive is also a lot easier. Documents can be retrieved and edited effortlessly typically from almost anywhere. They can be shared across departments or with clients. Not only is digital less wasteful, it can potentially increase productivity through the creation of more efficient work practices.
Steps Needed to go Paperless
If you decide that a paperless office is the right option for you, it will be time to consider the steps you’ll have to undertake. For a start, the current archive will have to be digitized. From that point on, workers will have to be instructed on the creation of digital files rather than paper copies. Next, cloud-based document storage and a good document management software solution will have to be chosen for archive management. New workplace processes will have to be put in place, encouraging employees to rely on the new digital system. This shift in culture will be the slowest but the most crucial part of the process.
In order to determine whether going paperless is attainable, you’ll simply need to calculate the cost of completing these steps. Usually, the expenses are limited and the digital system will pay itself off in the savings made from the purchase of paper and printing supplies.
Is Paperless Attainable for Small and Medium-Sized Companies?
While bigger businesses often complete the digitization process quickly and effortlessly, there’s some doubt among small business owners. Many of these entrepreneurs worry that going digital will be expensive and cumbersome. The cloud and digital technologies have created a level playing field for all businesses.
Needless to say, a small business isn’t going to need as much space for cloud document storage as a large corporation. Thus, such a small business will have to spend less money on digitization and the maintenance of a virtual archive. Infact, many small businesses these days choose to operate totally virtually- if you are thinking of doing so, you might want to visit website to see what virtual office solutions are available to ensure your businesses still complies with the law.
There isn’t one single way to go paperless. Every business is free to choose the services and software corresponding to its specific needs. Paperless is attainable for large corporations and for small, family-run businesses. A successful transition is all about having a plan, assessing the pros and cons in advance and choosing an adequate solution that meets your requirements. For an expert consultation on how to make your business a paperless one, contact CASNET today.