Even on the Twenty-first century, papers and physical documents still play vital roles in businesses. This leads to unnecessary clutter, heavy maintenance, impossible disaster recovery, increased cost and limited portability along with environmental footprints. Thankfully, various modern technologies allow us to reduce the dependency on papers and move on to paperless office management. Continue reading to find out the 7 smartest ways to create a paperless office.
1. Use Online Office Management Apps
When you keep paper documents, you have to spend a lot of time organizing, sorting and archiving them. Using a dedicated office management system takes care of these tasks on your behalf. There are various office management services available online. Some popular names include Google Docs, Microsoft Office 365, ThinkFree Office etc. While these services offer both free and premium solutions, you will be fine with the version in most cases.
2. Use Cloud Storage Services
When you are using digital files instead of paper documents, you will need a dedicated, reliable storage to move, share and store your files. Like the office management apps, there are countless cloud storage services too. Some popular names include Dropbox, Google Drive, OneDrive, Box, Amazon Cloud Drive etc. You can get a free account on these services and get 5GB to 15GB of free storage. If you want more storage, you have to go for premium packages.
3. Sign Documents Digitally
Conventional trade and businesses require a lot of signing and cross-checking. When you do it with papers, you have to go through several steps. But you can make it simple and straightforward by using digital document signing. Adobe eSign and HelloSign are two of the most popular ways to sign digital documents. Before using these technologies, make sure that all concerning parties are OK with this system.
4. Replace Scanning and Faxing
You may find it surprising, but a large amount of businesses still rely on scanning and faxing for sharing documents. If you still need to scan documents, it is no longer needed to use the traditional scanners. Rather, smart apps like CamScanner, Scanbot, Genius Scan etc. These apps enable you to scan documents by using your smartphone camera. And for managing the fax messages, you will find services like eFax.com very useful.
5. Move to Online Banking
Compared to traditional banking systems, online banking requires dealing with far less paper documents. As most of the processes will take place in the internet, you will rarely need to deal with the piles of paper documents. Most bank and financial institutions already offer online banking services. All you have to do is to enable this in your account and you will be good to go.
6. Choose Digital Handouts
Depending on the type of your business, you probably have several meeting throughout the day. And providing a printed handout is common in any meeting. This creates some unnecessary clutter and increases your overall cost. Instead, you should opt for digital handouts. This will make the process a lot easier and make your business more efficient.
7. Provide Necessary Training
All the paperless office management techniques require using online tools. And to make the most of these tools and services, your staff should know how to use them properly. In order to ensure the best output, you should arrange the necessary training for them. While things may not go smooth at the initial period, you will do better once you get used to the tools and services.
Going paperless could significantly increase your business efficiency and reduce cost. It will also make your overall business management a lot easier. Use the tips provided above and get started with your paperless journey today.