In today’s efficiency-driven world, many organizations are looking into ways to reduce waste while saving money. Of these methods, going paperless can do both while promoting a better use of time from employees. Thanks to digital developments such as apps and hardware, it is easier than ever to move the business into the digital age and save a great deal of money across various parts of the company.
Financial Applications
Moving to a digital financial application will not only save on paper, but it will improve productivity as well. Instead of digging through filing cabinets to find employee information, it may only take a few clicks of the mouse. Direct deposit abilities can save on printing checks improving inter-office security. Depending on the app you integrate within the business, you may also be able to retrieve financial information from your smartphone from virtually anywhere.
No More Memos
Too many businesses still rely on printing memos for employees to read on a regular basis. Even those organizations that spend thousands of dollars on a secured email server will still go through reams of paper and cartridges of ink in order to pass out information. This is not only a waste of resources, but it is also wasting time. Email and internal board systems are far more efficient, and your staff needs to realize that sharing this information digitally is a responsibility in which everyone needs to share.
Project Management Software
Project management requires a log of procedures that have been completed for any given task. However, the right application can replace that clipboard full of forms. The right management software will save not only notes and information, but many of them can keep communications with the team open through live chat regardless of where these people are. Team members can be literally scattered across the globe and communicating in real-time to complete a project.
Business-to-Business Interaction
Many businesses are moving much of their practices to the Internet. Services such as banks, utility companies and vendors can send invoices and statements through email rather than traditional means. This reduces waste coming into the office and reduces security threats by removing information that can be intercepted during delivery. An encrypted email is more difficult to obtain than a manila envelope marked “Private.”
Signed Documents
Although many people rather feel safe with a signed document such as a contract, the Esign Act of 2000 allows digital signatures to be just as viable. This removes the need for hard copies of documents to prove a person’s signature. From employees to customers, the need for actual signatures is less than what many business owners may believe.
Converting Paper to Digital
One worry that many business owners share is converting existing files to digital copies. This is easily done with services from companies such as Custom Book Scanning. Once digital copies have been created and verified, you can have the hard materials destroyed preventing others from finding private information. These services are usually completed en mass and can quickly turn a file cabinet full of various documents into a collection of digital files. These can then fit within a flash drive in the palm of your hand with room left over.
Going paperless is not only good for the environment, but it can save an organization a great deal of money each year. Ink, printers, toner, repairs and paper are all invested when you have documents laying about the office. When calculating your expenses, take into consideration how much time is involved in printing and passing out copies of documents. How much could you save by eliminating paper in your workplace?
