Walk into any office and you’re sure to see piles of paper everywhere. When technology first became mainstream, we were all told of the paperless office of the future. Well, the future is here and technology has changed the way we all conduct business, but we’re still using paper in our day-to-day business operations.
The truth is, paper clutter is a symptom of inefficiency cutting into profits and business momentum. Today, the paperless office is possible thanks to the newest technology, but the thought of switching over can be intimidating. Many businesses that could benefit from transitioning to a paperless office (or at least by substantially reducing paper use) have not made the switch because of the misperception that it’s too complicated.
Let’s look at a few of the real reasons behind the slow transition to a paperless future.
Entrenched Habits: Since its invention, the office copier has been the main device used in most office environments and businesses have grown accustomed to them without giving much thought about how making a change could save consumables, time and money. Business culture and practices have revolved around copier use for the past 60 years.
Multifunction printer technology has made the paperless office one step closer. MFP technology allows users to print, scan, fax and copy on one device. Because these devices include hard drive storage, documents can be stored, searched, shared, and remotely printed via cloud access. Employees who have used secure, searchable and sharable documents through these devices realize the benefits.
Over-analysis Paralysis: When the scope of digitizing corporate documents becomes known, paralysis often sets in. As a result, this task is often relegated to the “to do list” at most companies despite the obvious benefits. Technology has made transitioning to digital document storage much easier and faster. The process can even be implemented in stages so there is no disruption to your day-to-day business.
Cultural Barriers: Change is hard. Some employees feel more comfortable with paper documents, others worry about the learning curve. The truth is, you’ll never go completely paperless, but you can significantly reduce the paper your office generates.
Reducing paper use can save money, green your office, encourage collaboration and increase productivity. Transitioning to digital document storage can be easily managed. All you need to do is take the first step!