Many modern-day businesses are tapping into technology for their daily operations. One outcome of improved technology is the reduced need for paperwork. For decades, paper documents were the go-to option for storing and transmitting information. While paperwork served that purpose, it might be the best option, especially with the demand for larger storage spaces and faster data transmission.
Moreover, using paper means your information is susceptible to damage, loss, duplication, theft, and other errors. In contrast, automation has helped reduce paper trail, make bulk information manageable, and boost coordination as you can store all the data in one central place.
The benefits that technology offers are what’s made businesses adopt paperless operations. While some companies have been successful in the transition, some haven’t achieved it yet. This article explains the tips to make a business go paperless below:
Adopt Online Faxing
Faxing was used for a long time to send documents. However, the invention of emailing and other convenient ways to send documents replaced faxing. But, again, faxing managed to find its way back to businesses as the demand for information security increased and considered more secure to send documents.
The resurgence of faxing is made possible by technology and now can be used to send faxes online. With internet connectivity, you can send or receive a fax from a computer, email, or through a faxing account. You can then read the faxed message on your computer monitor without printing it out, hence no need for paperwork in your business.
Even though faxes don’t account for a lot of paperwork usage in business, choosing online faxing instead of traditional mails can significantly boost your efforts to go paperless.
Use Cloud Storage And Backup
Printing information on papers, filing them, and locking them in cabinets isn’t the ideal way to store information in this era. Not only is it tedious and takes a lot of office space, but the data can also easily be compromised, and you might not recover it. You will also need a lot of paperwork to have all your information stored.
In contrast, cloud storage doesn’t require you to work with papers at all. With a service provider, you can feed all the information in your business to the cloud service in real-time. The data can be accessed easily by all your team members who have access to the cloud platform. Thus, if you want to share any document, there’s no need to print it.
Moreover, cloud backup also means your data in a system is retrievable. It is essential in cases where you have lost your data, overwritten it, or want a previous version of a document. You will have secured data backed up, and therefore no need to have file and paperwork storage.
Use Electronic Payroll And Accounting
Some businesses still use paper invoices and checks to make or receive payments. As a result, there’s always a paper trail to deal with in the office. The usage of paper invoices can also cause inconsistencies, duplication, and minor errors that can affect your accounting records.
A switch to accounting software solutions or invoicing templates can help the business create invoices and track payments and other expenses on a dashboard. Because the software can record and store the data, there’s no need for any of your team to keep paper records for any accounting operation they conduct. Hence, one more department that your business goes paperless.
Go With Paperless Vendors
Most of the paperwork that may end up in your business may not be from your business. Receipts, bills, magazines, and invoices left by your vendors could leave a paper trail in your business. While your business isn’t the source of this paperwork, it’ll be the one to deal with it.
So, encourage suppliers to send electronic statements, bills, or magazines instead of mailing them to you. This way, you get to cut the paperwork from the source before it reaches your desk. Alternatively, you could move to work with suppliers who offer digital subscription services to limit paperwork.
Promote Paperless Meeting
During company meetings, minutes, reports, and presentations are printed and shared between team members. Also, the members can use notebooks to write important information from the conference meeting. While it’s important to share and document information during discussions, it could mean dealing with a lot of paperwork before and after the meeting.
Encourage paperless transactions through slide presentations for in-person meetings where information is shared. Also, if taking notes during the session is needed, delegate one person to type the information on a laptop. Then, you can send it to the rest of the team via email.
Lastly, use cloud platforms to share information with team members to access it wherever they are. All these measures will help your business reduce paperwork.
Printing is one of the most common causes of paper trial in a business. Employees could print documents that necessarily do not require printing. For example, if one employee wants to share data with another, they may print and share it manually instead of electronically.
Therefore, you must set measures to minimize printing in the office as much as possible. Here’s how you can do it:
- Using shared printers instead of individual desk printers will save companies from having a lot of printers in the company.
- Using printing cues so that users will have to input codes before their job is released. It will limit printing to only necessary tasks.
- Set printer to allow printing on both sides to reduce the paperwork required for printing.
Less printing means less paperwork to deal with, and over time, your business can fully move into paperless operations.
Destroy Old Documents
Once you have saved all your documents in cloud services and backed them up, the old files will have no more use in your office. So, you don’t have to deal with the documents if you don’t need them.
You can find a secure way to destroy them, such as shredding them then letting rubbish removers take care of the rest. Shredding the documents ensure no unauthorized person has access to the information.
Adopting a paperless operation in your business is essential to help reduce paper trail and manage documents much better. The article explains how companies can minimize paperwork in their operations, so the tips discussed here are a viable option to try if you’re considering going paperless.
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