How (and Why) to Go Paperless

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How (and Why) to Go Paperless
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• Does your office still contain piles and filing
  cabinets full of paperwork? Do you automatically
  print out everything for your records? Are you
  afraid that if you go completely digital, some
  documents might be lost?
• Youre not alone. Many business owners still
  feel that its safer and more cost-effective to
  keep paper records. But here are a few facts that
  might change your mind.

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Finding what you want in paper records takes
longer.

• Digital documents can be indexed, searched and
  retrieved much faster.

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Paperwork costs more.

• Digital records eliminate the need to buy
  printers, toner, maintenance service contracts
  and document storage space.

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When paper is lost in a fire, flood or other
disaster, its gone for good.

• Digital records can be backed up and stored in a
  secure server location.

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Paper clutter looks messy and takes up more space.

• Your companys entire records can be stored on a
  laptop. Its easy to transport if you move to a
  new office. And you wont need such a big office,
  saving on rent.

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Paper communication is slower.

• Emailed documents are there in seconds, not
  days. Plus, youll save on postage.

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Paper manufacturing is bad for the environment.

• Going digital saves forests, reduces air/water
  pollution and greenhouse gas emissions, and saves
  energy consumed by pulp and paper production.
• Are you ready to save time, money, effort and
  trees by going paperless? Here are some practical
  things you can do to make the transition.

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Analyze what your office prints out.

• You may be surprised to learn how much paper
  your printer is spewing out day after day, most
  of it unnecessary. Print audit software is
  available to track who is using the printer.

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Move to online software.

• Cloud-based applications make it easy to share
  data with customers and suppliers. And they
  eliminate the problems with file format
  compatibility and technical support that you
  might run into if you maintain your own servers.

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• Some of the most popular applications are
• Google Docs lets multiple people view and edit
  documents
• Dropbox lets you share files that are too big too
  email
• Basecamp enables project management and team
  interactions
• PayPal lets you receive or send payments

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• There are also applications for business
  processes such as banking, accounting and
  payroll. Xendoo uses one of these to seamlessly
  integrate with your business management software,
  thus eliminating many hours of data entry for you
  and your staff.

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Scan existing paperwork.

• Once its digitized in PDF format, you can get
  rid of the paper original. Any office supply
  store offers a variety of scanners or your
  office printer may already offer that function.
  If you have years worth of paperwork to scan,
  hire a secure scanning company to do it.

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Phase out old technology.

• If you still send and receive faxes, install
  software that converts them to electronic
  documents and emails them.
• Use digital signatures on contracts and other
  legal documents. In most countries, digitally
  signed documents are just as valid and binding as
  those signed with a pen.

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Train your staff.

• There may be a learning curve for employees who
  will be processing electronic documents, such as
  invoices and work schedules. But once theyre
  used to the new system, you can look forward to
  terrific time savings and improved productivity.

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• How fast you can go paperless or whether its
  entirely possible depends on your business and
  your team. Some types of business, such as real
  estate offices, will still require paperwork. And
  some employees may find a drastic change too
  stressful.

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• Even baby steps can have significant results.
  Print a multi-page document on both sides of the
  paper. Go paperless one department at a time, so
  that the entire company isnt having transition
  pains at the same time.

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• The digital world is here to stay. With the
  growth of cloud-based and security technology,
  its more convenient and safer than ever.
  Businesses who wish to grow and thrive in the
  future will do well to take advantage of its
  flexibility, efficiency and cost savings as soon
  as they possibly can.