Working in a paperless office makes sense both finance-wise and in terms of efficiency.
If you’re just about to start introducing completely paperless workflows, however, you may be wondering about the key advantages for your business. There are numerous specific benefits that such workflows can bring to the table, especially if they are tailored to the needs of your organization.
Are you hesitant about the switch? Do you need a little push to start the transition? Here it is – check out the following positive effects that a paperless workflow can bring to the table.
Instant Accessibility to Documentation and Processes
Imagine the following scenario – having to fill out an invoice or review financial data on the go. That would be possible after the adoption of a paperless workflow.
We’ve previously discussed the advantages of paperless accounting. And this is just one specific illustration. All departments across the organization will benefit from instant accessibility and documentation in everyday processes.
Paperless workflows rely on forms and universal document templates that every single team member can utilize.
So, filling out an invoice or requesting inventory data becomes possible from any location. Purchase orders, HR documentation, and client relationship management tools – are just some of the essentials that will be standardized and digitized.
With automated processes and templates, everyone will have lots of options when it comes to getting the job done. There will no longer be a need for the maintenance of paper-based forms. There will no longer be time-consuming classification and retrieval. All of these belong to the past and should be eliminated from modern corporate processes altogether.
Much Faster Response
A 2018 Forbes report discusses the practical benefits of going paperless at the office.
These advantages, however, go beyond the mundane and the simplification of everyday administrative tasks.
A paperless workflow like the ones mentioned above will reduce response time significantly. Whether you’re dealing with a client or a business partner, time is of the essence. Customers today have gotten accustomed to almost immediate interactions with brands. If you take too long to respond, chances are that the prospect will soon be turning to the completion.
The right paperless workflows contribute to extensive automation and simplification of routine tasks. When you eliminate the burden of paper-based procedures, you can respond faster and you’ll reduce the risk of mistakes. Both of these lead to better customer service, improved client retention, and enhanced profit generation opportunities.
Better Tracking
Paper-based workflows can be incredibly difficult to control. In the event of an error or having to carry out an audit, you’ll need to engage in tedious processes that aren’t necessarily very efficient.
A paperless workflow is much easier to track.
The platform you use will keep a detailed log of versions, document contributors, and changes made over time.
You can easily access such information upon need. And such information isn’t just useful in the case of an audit. It can give you a good idea about efficiency, omissions, and things you can improve for better performance in the future.
In time, your digital system will gather enough intelligence to help you introduce beneficial changes. These will help you save more money, improve customer service and boost employee morale at the same time.
Support and Additional Resources
When employing paper-based workflows, you’re largely on your own.
This isn’t the case when your company used digital document management systems and additional innovative resources.
Such platforms give access to technical support, future upgrades, and enhancements. All of these ensure optimal uptime and functioning. Digital workflows change all the time. If you’ve made the switch to such already, you’ve gained access to possibilities for improvement and advances in the future.
Also, if you run into issues right now, you can count on the expertise of the customer support team to achieve a quick resolution.
More Flexibility in Light of the Latest Events
The world has changed since the beginning of 2020. We had to adapt to new lifestyles and new ways of doing work.
Companies that were excessively reliant on paper at the time the Covid-19 pandemic started found themselves in a huge mess. Amid social distancing and lockdowns, keeping traditional office processes intact became impossible.
A paperless workflow, on the other hand, made it possible to engage in work from any location.
We are not going to the standard office format any time soon. This means that hybrid solutions and remote access need to be prioritized. It’s not too late to make the switch to digital, enabling workers to work from home, enjoy flexibility and still feel connected.
Going paperless can only benefit a business by enhancing and simplifying workflows. Luckily, the change is easier to make than ever before. A wide array of cost-efficient solutions enables the introduction of paperless processes, regardless of the industry, the size of the company, or its specific needs in terms of workflow creation.