Want to do your part in fighting climate change? One simple way is to reduce the number of resources you use in your office. A great place to be more sustainable is by going paperless.
Think about it, businesses use up a ton of paper globally. But, with all the technology we have today, like cloud storage and blockchain, we don’t really need to rely on paper as much.
Going paperless may seem daunting, but there are a lot of easy ways to make the transition without too much trouble. Once you have gone paperless you will see your processes speed up and with some savings as a bonus. In this article, we will go over how to go paperless in your office.
Do an audit
Before diving into a paperless office, it’s important to take a look at where and how you’re currently using paper. By assessing your current paper usage, you can pinpoint where you’re using the most paper and where you can potentially make some changes.
This includes figuring out how much paper you’re using, where it’s being used, and for what purposes. With this information, you can easily identify the areas where you can reduce or even eliminate paper usage altogether. It’s a simple but important step in the process of going paperless.
Plus, it’ll make it easier for you to monitor progress and see how much you’ve been able to reduce your paper usage as you implement changes. Once you have the audit done and understand how to make changes you can implement a system such as Intelligent Document Processing (IDP).
Set up a system
Alright, now that you’ve assessed your paper usage and identified areas where you can cut back, the next step is to get everything organized and set up a system to manage your documents electronically.
Think of it like creating a “home” for all your digital documents. You can use cloud-based storage services or external hard drives to store all your digital files, so everyone in the office can easily access and share them.
By having everything stored electronically, you’ll be able to search and find documents a lot faster. You can also invest in software that’ll help you create and edit PDFs, which are a great way to share documents electronically.
Invest in the right tools
Once you’ve set up a system for managing your documents electronically, it’s time to get the right tools to support it. This includes things like scanners, printers, and multifunction devices that can help you convert paper documents to electronic versions, and make it easier to maintain a paperless office.
It’s also important to train your team on how to use the new system, so they know how to create, share and work with electronic documents as well as how to handle sensitive information securely.
Once everything is set up, you’ll want to keep an eye on how it’s working, are people finding it easy to use? Are they still printing a lot of documents? This feedback can help you make adjustments where necessary to ensure the system is working as expected.