Negosentro|With so many options available for online or computer-based document storage these days, it is becoming less and less necessary for companies to keep hard-copy files. Going paperless can have a handful of benefits, but it can be tough to know where to start. If your company is looking to ditch the hard-copies for something more eco-friendly, these tips can help you get the ball rolling.
Take Initiative
If you are in a position to do so, consider taking the leap to initiate the process of becoming a paperless organization. If you are not in a position where you can make such decisions, consider making an appeal to your supervisors or higher-level management about why it would be a good idea. Outline the ways in which going paperless can save the company time, money, resources, as well as the benefits it can have on the company’s environmental footprint.
Share the Vision
For companies where high paper usage is the norm, it may be difficult to enact lasting change. However, sharing the vision around why a company should go paperless can be an effective way to bring people on board. Not only can going paperless be helpful for the environment, it can save employees a lot of time and money. Any time that was previously spent on managing and sorting through files, filing new documents, purchasing files, paper, toner, filing cabinets, and maintaining a commercial-grade printer can now be spent furthering the mission of the organization. They won’t have to worry about any more days spent frustrated over an uncooperative printer or a misplaced file.
Declutter Your Files
This can be one of the least enjoyable parts of the paperless process, but it can also be one of the most beneficial. To know what you absolutely need and do not need, you might have to dig through your old paper files and determine what to keep, what to scan (hint: everything!), and what you can move to a paperless storage system.
Ditch the Paper Bills
This is a really easy way to cut down on paper usage at the office. By opting to receive electronic invoices and statements, you can avoid having more paper sent to you. You can also pay many of your bills online, which saves you time, money, and, of course, paper.
No More Notepads
Another easy way to lower your paper usage is to switch from taking notes on a notepad or in a notebook to using a tablet, phone, or laptop. You will never wonder where you put your notes from that one meeting again! Encouraging your employees or coworkers to take notes electronically not only saves paper, but offers an easy solution for sharing notes
Consider Alternative Storage
Cloud storage is one of the best ways to store and share documents among colleagues. It can be relatively inexpensive, easy to set up, and accessible to every employee with a relevant email address. File-sharing systems are also an option for those who would rather keep their documents “close to home” on their own office computers. By setting up a document-sharing system, companies can create computer-based folders for each team in an organization and access can be granted to anyone who needs to find them.
Sign Online
Perhaps the simplest way to save paper, particularly if you have to print documents out to sign them, is to convert your signature into an electronic format. Whether you scan your signature or create an authorized one on your computer, having an electronic version of your John Hancock can also save you time and make document approvals much easier. Becoming a paperless company may seem like a huge undertaking. However, with the right mindset and tools at your disposal, your company will be able to make the switch. Just remember that, as with any kind of wide-scale organizational change, adjusting to a new system of processes at work takes time.
