Posted by - March 9, 2020 11:38 am Paperless World
We find today that the World today is going more and more “paperless”. But, what exactly does this mean for businesses?
“The Cloud”
You might have heard people talk about “the cloud”, not the white fluffy stuff in the sky but the term used to explain how data is being stored in the stratosphere. Saving and storing data in the cloud is just, in fact, the term referencing the use of data centres that are located off-site from the business’ premises, which hold a business’ data and are backed up and maintained automatically. So, a lot less glamorous than the white fluffy clouds! But why are so many businesses and individuals turning to the cloud for data storage?
Simply put they offer a greener solution, free up much needed space in offices, reduce fire risks of storing paper and allow for more efficient and often more cost-effective ways of data storage and data maintenance.
Did you know?
- 10,000 sheets of paper are used per employee every year, and when you consider that the UK has over 29 million workers that is a mind-blowing amount!
- That the average person in their lifetime uses seven trees as paper!
- A whopping 45% of paper printed ends up in the bin!
Moreover, according to HMRC, 65% of taxpayers confess to losing business receipts, valuable for reclaiming expenses
The tools needed
Technology is forever changing and improving, you do not need the latest gadget to start your journey in becoming paperless, but you do need a reasonable level of technology. Yes, this does cost money but there are significant benefits for investing in the right tools and one day, this will be the only way businesses will trade.
Here are examples:
- Good quality scanners,
- Electronic document storage,
- Electronic document stamps and signatures
- Data storage backups (ESSENTIAL!), and;
- Ability to encourage paperless and digital activity within the business.
Benefits of going paperless
There are several long-term benefits of striving to become paperless, however the initial cost outlay for equipment and training can seem to outweigh the long-term gains. This is true, but the business world is adapting constantly, and technology is available to help with these changes whilst still allowing your business to thrive.
The key benefits to your business, however, are:
- Eventually a reduction of costs for paper and printing (toners, cartridges)
- Increased efficiencies by being able to access documents at your fingertips rather than searching for a file
- Increased flexibility and meets the demands of customers who want that “On the Go” service
- Reduced clutter within the work place, allowing the work space to feel more organised
- The required office space can be reduced as less paper work to be physically stored
- More environmentally friendly
- The ability to transfer knowledge and sharing within the business more easily
- A possible reduction to fire risks, in areas where large amounts of documents are stored
The initial steps are the biggest and the costliest but, once implemented the aim towards becoming a paperless business and embracing technology is certainly achievable.
Tips
There are a few tips we would recommend before making the transition to a paperless office:
- Understand how your customers and suppliers want to interact with you.
- Communicate with your customers to explain your plans and goals in becoming paperless
- Initially re-use or recycle paper
- Replace paper with alternatives i.e. tablets
- Adjust printing and software settings to print documents as pdfs
- Get software and get training for the whole team so everyone is involved in the process