The Office Of The Future: Go Paperless
Will the office of the future use paper at all? Once upon a time, an office was full of paper because most processes needed a hard copy, and there was even a time when hard copies were required because disk storage was limited and unreliable. These days things are very different, so ask yourself, is going paperless really that difficult?
In-Office Paperless Operation Should Be Easy
Going paperless in the office is simply a case of selectively going around every paper-based process and finding an alternative to using paper. It should be easy in an office because people use PCs, and they have their own hard drive and/or network and server, which means files can be saved locally and securely. There is no need to keep backing up files with paper copies for fear of a crash rendering your files useless. It is possible to save your files in numerous locations locally, including on removable drives, that can be stored just as securely (maybe more so) than paper copies. Plus, removable storage and local files may be password protected.
Field Operations May Go Paperless Very Easily
Mobile technology has become popular because manufacturers discovered they can make small computers (Smartphones) for a fraction of the price of a PC, and yet charge the same as a PC. Many companies have tried to use them in their business through the misguided belief that the mobile technology trend could be applied to their company. The misguided actions and wasted money that other companies have done and spent, means that you can now go paperless in the field very easily.
You can take credit and debit card payments, send online orders, communicate with the office, and create plans, and all with mobile devices. The hardest part is finding the right software that allows you to do such things. Even things such as a pen and paper are not needed if your staff has the correct mobile technology.
Many Large Companies Offer Paperless Communication Options
For a lot of companies, their biggest use of paper is either in the accountancy department, or through mail sent to clients and customers. It is true that some customers are always going to opt for paper-based communication over electronic, but an increasing amount of people would prefer online communication. Banks are a good example of how well this works because for years they have been sending out statements to customers in amounts that could fill football stadiums.
They have saved millions (literally) though sending online statements and many people are happy with the arrangement. Even if only 25% of your customers agrees to paperless communication, which is still a 20%+ saving on what you would have spent.
Digitising Your Files and Archives Has Never Been Easier
Some companies are concerned that their current archives and files will need to be replicated. This is especially true within companies that do a lot of research. They are afraid of losing information over time through the wear and tear of physical documents, and they are aware that going paperless is the right thing to do.
Companies that have a lot of hard copy documents will need to digitise them at some point, and luckily for them it has never been easier. There are companies out there that will confidentially turn your hard copies into digital copies. It ensures their future safety and makes the information on them a lot easier to access.
Going paperless means that once your hardcopies are digitised, you need to find a way of going digital from that point onwards. There is no point in getting your hardcopies digitised, only to then create another large batch of hardcopies that need to be digitised too.
Storing Your Accountancy Information Digitally Is Safer These Days
Many companies are worried about digitising their accountancy paperwork because they fear losing it. If paperwork is lost, they may end up losing money and their company, yet accountancy paperwork can be made safer in digital form. It can be backed up within local and cloud document management places, and it can be locked away behind firewalls and passwords. You may also closely monitor which staff members have and gain access to the accountancy files. Digitising your accountancy paperwork will also make the information they contain more easily accessible to staff members, and there is no law saying that your financial information has to be in hardcopy. Many large companies submit accounts and returns that are 100% digital.