Four Reasons to Run a Paperless Business
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Electronic Documents and Creating Office Efficiency
As I’m in the process of typing this post, there are furniture movers all around me hauling away ancient filing cabinets. I only assume they’re ancient because, as you may know, I work for a paperless insurance agency that truly has no use for a filing cabinet. The contents of our beloved filing cabinets relocated to a secure network a long time ago.
With the expanding sophistication of modern technology and more electronic devices than we can count, paperless offices are growing in popularity. Operating a paperless business can benefit your company in ways you may not have considered. Some of these benefits are as follows:
1. Increase Office Efficiency & Productivity – Going paperless will allow you and your employees to easily access documents, especially in an era where workers are much more mobile. Instead of printing, filing and then having to search for documents manually at a later date, your document retrieval process turns into a few clicks and keystrokes.
By going digital, employees can process or update information immediately and share with anyone who needs access to it. With the right technology and procedures in place, processes that used to take hours or days can be completed quickly eliminating a lot of wasted time. An added bonus to increasing office efficiency is that you’ll boost morale, create more productive employees and provide better customer service.
2. Reduce Costs – Going paperless increases bottom line savings dramatically. The average office worker uses 10,000 sheets of copy paper per year which is the equivalent of a small tree. Not to mention that 45% of the paper printed gets thrown in the trash by the end of the business day. What a waste! Electronic faxes and email replace the need to print and mail documents to clients, which reduces expenses for paper, toner, envelopes and postage.
3. Reduce Errors – Paper forms are always at risk of being lost or damaged. Maybe it’s just me, but I’ve spilt coffee on my desk at least twice this week. Moving your workflows, report forms and other data to a digital platform will reduce many hazards that paper processes are prone to. Your company may be more susceptible to errors if you have employees that are receiving and sorting daily mail. Establishing electronic document retrieval for incoming and outgoing mail will reduce the risk of losing or damaging important documents such as invoices and contracts.
4. Increase Security – Paper documents are at a greater risk when unexpected disasters like fire, flood or theft occur. There are certainly documents that are irreplaceable – especially if there’s only one copy. In a paperless office, you can add several levels of security to keep unauthorized individuals from seeing sensitive material. Storing documents digitally and ensuring your company’s data is continually backed up will provide your business with the proper security.
I’m sure by now we’re all aware that paper adds clutter, impacts efficiency and costs money. Even if being 100% paperless isn’t an option for your business, I highly recommend researching ideas to secure all documents and cut down on paper use.
Learn more about how your staffing business can minimize risk and maximize efficiency on our blog.
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