Love it or hate it, but you can’t ignore the fact that paperless office can contribute toward your cost savings significantly. No spending on expensive toner or printer. No spending on print paper. By cutting down all these expenses, you automatically contribute to your bottom line. How about shooting a mail to an undisciplined employee instead of dropping a memo off? How about using electronic signatures instead of a pen?
Here are the six other ways you can make the switch to a paperless office:
1] Document Management System
Proper document management could your first step toward a paperless office. Store document electronically as well even after you have taken out a print and stored the physical version in a file cabinet. Document management systems such as M-files help documents to be stored electronically. Such system helps employees to work faster and eliminates excess paper shuffling and lost documents.
2] Scan & Email Prints
Every time you fax a document, two copies are produced. One at the recipients’ end and one at your end. You can save on paper by supplementing this process by using scan-to-email or scan-to-fax function in the printer.
3] Prefer Cloud Storage over File Cabinets
In cloud, storage papers are stored safely online. So you don’t need any hard copies of the document. Needless to say, you’ll have zero headache in terms of printing and file documents. Moreover, it’s easier for employees to access files stored in the cloud, irrespective of the place they are working from.
4] Email PDF Invoices & Statements
Invoices and statements also consume loads of paper. Businesses have the habit of sending invoice to the customers to collect payments. This process is inefficient as it wastes papers. And as your business grows, more and more paper gets wasted. So instead of sending invoices, send PDF customers. The PDF consists all the information they need to pay. And more importantly, it reaches the customers more quickly.
5] Digital Contract Systems in lieu of Paper Contracts
Contract signing also consumes excessive amount of paper. So instead of printing all the documents, create a digital version of the same with signature and initials. The concerned parties can simply tab through the contract and sign wherever required.
6] Meeting Notes on a Laptop or Tablet
Meetings are not complete without printed documents for all attendees. These documents contain the agenda, meeting minutes and notes. In case the attendees have the technology, such documents could be shared with them via a mobile device prior to the meeting. This helps them access it during or after the meeting and more importantly saves paper.
Effectively employ the above tips to save money. Plus, you can accelerate your productivity and keep your environment green by turning your workplace into a paperless office.