The developments that the world went through had a profoundly negative effect on many businesses but also helped to speed up some kinds of beneficial change. Reports suggest that numerous enterprises have accelerated their efforts to become paperless and to complete a digital transformation.
Are you on a journey toward operating a completely paperless office? Well done! Making the switch will certainly bring your business processes to a whole new level. And if you want to make the most of the paperless experience, you should definitely consider embracing the following practices over the course of the year.
Understand the Limitations of the Paperless Office
You may want to ditch paper altogether but understand that some limitations will stand in the way.
Being 100 percent paperless does seem cool but achieving the goal isn’t possible or even practical for every company under the sun.
Do set realistic goals and workflows that take into account your specific operations. Sometimes, clients will need specs or other technical documentation that is paper-based. Keeping paper archives could also be necessary for compliance purposes.
In 2021, you can set some realistic goals about the specific kinds of paper you can get rid of. Introducing and implementing such changes will make it much easier for you to continue the journey in the future and expand the scope of paperless operations.
Make the Most of Digital Document Management for a Functional Paperless Office
Document scanning is just the first part of the process.
After you complete the digitization of all feasible documentation, you’ll have to select the right management solution. In your absence, you risk creating a little digital chaos of your own.
Document management systems come in all shapes and sizes. Their features cater to the needs of different companies, allowing personalization and the creation of effective workflows.
One of the best things you can do for your business is the selection of a good document management solution.
Pay attention to the indexing and retrieval options, the security features, personalization and workflow creation, as well as the collaboration possibilities enabled by the system. These are some of the essentials to use in determining what would work well for your business and what wouldn’t.
Prevent Employees from Using Paper Easily
Even if you implement an excellent digitization policy, your paperless office could be swimming in printed documents once again in the near future.
Paper-based clutter will start accumulating once again if you don’t implement the right measures against it. Some of the simplest things you can test out is having a limit on the number of pages each person can print per month, reducing the number of printers within the organization and choosing software solutions for the digitization of various processes (invoice creation, HR dossier creation, etc.).
Get Rid of Printed Memos and Reports Altogether
If you’re wondering how to get started with the paperless office, consider getting rid of documents like memos and reports created for use within the organization.
Cloud-based solutions can easily replace such printed (and completely unnecessary) documentation.
Many communication and collaboration solutions have memo and report creation capabilities. The cool thing here is that the information will be shared with all participants in the meeting, as well as with everyone else who’ll need to view it.
Getting rid of these documents is one of the easiest practices to implement as many cloud-based collaboration solutions are free of charge even when the use is commercial.
Standardize the Way New Information Comes within the Organization
Making internal processes paperless isn’t enough to keep the office as green and as organized as possible.
Very often, the source of paper documentation is an external one.
This is why you should definitely consider reviewing information input. Obviously, getting rid of every single paper trail will be impossible but you can accomplish a lot.
Cancel journal and niche periodical subscriptions and if possible, go for digital versions. New contracts and agreements could also be digitized through the introduction of electronic signatures. The same thing applies to incoming invoices. You’ll simply need to discuss new possibilities with business partners, implementing the change gradually as the year progresses.
All of these steps will help you enhance efficiency. And you will see that once you complete a project, it will link to the next one and the change would be simplified.
Also, don’t forget to seek employee input during the transitional stage. The people who work with the documentation are the ones who can provide the most adequate solutions and strategies for the creation of a paperless office. A collaborative process will also create good vibes and increase engagement.
You can accomplish a lot and the years to come. As technologies become more advanced and affordable, many older solutions can be replaced without overboard spending. Don’t be afraid to start with one simple step. It can bring on many additional changes and sooner than later, you’ll be working in the paperless office you’ve always envisioned.