We’ve all been in the situation when we’re positive we’ve left an item somewhere, and it isn’t where we left it. We all misplace things, we swear we left it in that exact spot when we return to reclaim it….poof its gone. We then spend the next 15-20 minutes trying to find that item. Perhaps it’s the car keys, the TV remote or our cell phone. In most situations the phrase “Time is money” rings true and regardless of the item it seems to always set our day back. Now look at your day-to-day business processes and activities. How frequently are you shuffling through a pile of papers on a desk, maneuvering through an office full of filing cabinets, or even running from coworker to coworker tracking down a folder? Looking through electronic files in the “Public” disk drive or SharePoint is not much better. In this case, “Time is money” can actually be quantified and the stats are shocking. In most cases there are employees at every level in an organization begging for a “paperless office”.
Creating, filing and retrieving paper applications, resumes, receipts, work orders, invoices, bills, and more, consume time across an organization because of the way the company interacts with it. Human Resources, Accounts Payable, Accounts Receivable, Facilities Management and even Customer Service are all affected by the way paper is handled. Slow processing, difficulty retrieving files, incomplete information, and duplicate work are all productivity killers and customer service nightmares for a business just trying to stay competitive.
The Association for Information and Image Management (AIIM) points out the following stats:
- Companies spend $20 in labor to file a document, $120 in labor to find a misfiled document, and $220 in labor to reproduce a lost document.
- The cost to research and recreate a lost document is $200.
- An average executive spends up to three (3) hours per week searching for files. The clerical staff spends another five (5) hours searching for the same information.
The lingering question is ‘What exactly is a paperless office?’ The answer is actually somewhat subjective depending on organizational needs and policies. In 2015, it would be an incredible achievement to have an office with zero paper, actually almost impossible. The point of the paperless office is that you don’t have to be overwhelmed by the sheer quantity of information your organization encounters. A smart, easy-to-use document management solution can seamlessly collect, organize, and index the multitude of documents and content into a single 360-degree view for smart decision-making. Take a minute and think about some areas your organization may benefit from the paperless office.
Contact us if you’re interested in building a Return on Investment around your paperless efforts.