Going paperless at the workplace offers businesses numerous benefits. A paperless approach creates organizations that are environmentally compliant and highly productive. It also saves companies significant amounts of money because it eliminates the tedious and time-consuming process of searching for documents, reduces space wastage, improves customer service, and makes compliance to requirements easier.
However, implementing a paperless workplace isn’t as easy as it sounds. Although most organizations understand the value of going paperless, they’re unable to take the leap they need to eliminate paper usage.
If you plan to go paperless in your workplace, here are five tips to enhance efficiency:
Prioritise Employee Buy-In
Going paperless requires everyone in the organization to transition from handling documents physically to embracing electronic records. To facilitate this shift, companies must bring everyone along and secure the buy-in of every team member. You can encourage your employees to welcome these proposed changes by demonstrating the cost-saving benefits of going paperless.
Moreover, show them how the shift will make their daily operations more efficient and free them from getting trapped in redundant, manual, and inefficient tasks. As you explain these benefits, ensure that you highlight the environmental benefits that you’ll contribute to local and global communities by going paperless. Also, take the time to gather actual statistics to support your communication and establish credibility to your claims.
Get A High-Speed Document Scanner
Digitising office documents is the most effective way to transition to a paperless office. You’ll need to scan your office documents to make them available to your customers and employees digitally. Since you’ll be converting high volumes of old and new documents into active digital files, you’ll need to obtain tools that optimize your workflow and makes the document scanning process more efficient. To achieve this, you’ll need to invest in an intelligent, high speed desktop scanners that can handle high volumes of document conversion work.
Establish A Team To Lead The Process
To ensure that all employees transition to the paperless operations you envision, consider setting up a team to spearhead the process. A great team would comprise a few managers and committed employees who willingly volunteer to help the company become a paper-free environment.
Providing space for employees to participate in conducting research and identifying the most cost-effective and efficient ways to automate manual processes and convert existing paper documents into digital files is a great way to enhance ownership of this initiative.
Beyond this, the team you establish will also play the liaison role where they advocate for the company’s paper-less program and engage employees and departments heads on the use and access of workplace documents.
Determine How Far Back Your Paperless Efforts Should Go
Going paperless isn’t an automatic process. To succeed in making the shift, companies must deliberate on how far back to effect the approach and how quickly to implement the changes. In most cases, this is determined by the reasons for choosing to go paperless. For instance, if there are concerns about the space that documents take up in your office, outsourcing the digitization process is a great way to speed up the transfer process.
Also, consider the constraints you’re likely to face as you shift to a paperless office and set realistic timelines for addressing those challenges. For instance, you may first decide to digitise documents collected in the last six months before setting up an e-document management system and crafting a plan to add other documents to a digital repository.
Store Digital Files Securely
There are various options to consider when it comes to digital file storage, with costs varying based on the level of security. The cheapest and most insecure way to store digital files is on drives in shared networks. To avoid exposing your data to security risks, consider using an electronic document management system to keep your documents. Most systems have premises-based or cloud-based solutions that offer more security.
Both solutions allow users to scan their documents, store electronic files, and retrieve them easily using search functionalities. Cloud solutions are also more affordable and require minimal maintenance. Even so, be prepared to give up some control and functionality if you opt for premises-based storage solutions.
Going paperless enhances productivity in the workplace by allowing employees and customers to access documents anytime they need them and from anywhere. While the tips discussed above make it easier for businesses to transition from a paper-based to a paperless working environment, data protection remains an essential factor to remember in every paperless office. Though digital files are easily accessible, they’re highly susceptible to computer crashes. To avoid losing your digitized data, ensure it’s backed up regularly.