Paper is still a mainstay in business and has long been the regulatory standard. But technology is changing that, and with rapid advances a paperless office can be a reality for many businesses. Here are some tips will help you get started:
- Assess your current paper use. By determining where, and how, you use paper, you can map out a plan to reduce or eliminate your reliance on paper. A Managed Print Services provider can help with a comprehensive print assessment that will pinpoint areas in need of improvement and offer solutions to streamline your print environment.
- Use online applications when possible. Cloud-based applications, such as Google Docs and Dropbox, make it possible to share and store documents across the office or around the world, without generating more paper use. If your customers are willing to switch to these services as well, you can dramatically reduce your paper usage.
- Scan incoming paperwork. Not all companies will embrace the paperless revolution, but that doesn’t have to slow you down. If you receive paperwork from outside sources, scan it to use digitally.
- Update equipment. Newer multifunction printers can take on the job of scanners, fax machines, and printers, while also helping you automate workflows. Put together, this can change the way your company uses technology and paper. Providing larger or dual monitors for employee workstations can reduce the need to print documents.
- Provide training. To be successful, your employees need to be on board. Make sure training is provided on any new protocols and software. You can also add incentives to help increase compliance, offering rewards to people or departments who best reduce their paper consumption.
Though a “paperless” office has been predicted for many years, today’s digital technology makes it an attainable goal for many businesses. With the right equipment and a change in mindset you can drastically reduce or eliminate your use of paper, freeing up storage space, saving your company money, and increasing productivity.