It is difficult to imagine successfully transitioning your business into a fully paperless environment, but with the right processes and the building of a culture of acceptance and learning it is possible. Paper is used for so many different aspects of a working office that it will take a significant change in attitude but with a few tweaks you can begin to see a difference in how the office functions without paper, and it is positive.
Transition to the Cloud – It might seem obvious but there is still some reluctance to transition to using the cloud for anything other than storage of digital documents. It offers so much more versatility than that though, and you should be utilising this to maximise the efficiency and productivity of your team. Cloud storage allows you to access documents from wherever you are, without the need to go looking around for that physical paper document at the back of the filing cabinet in the corner of the awkward storage room.
Working from Any Location – Linked to the above, utilising the cloud and digital documents allows you to be flexible with your working processes and for your employees to work remotely if needed. This can have a dramatic effect on the reduction of paper waste in the office, with reports and correspondence taking place via digital means.
Digital Reporting – As for the daily reports and slew of graphs and data analysis, why does this need to be printed off ten times for each member of a team? Make a shift towards creating a digital copy of items that can be sent round quickly and securely via email or other digital means. That way are saving loads of time by not having to have a staff member stand and print multiple copies of the same document materials, as well as being able to securely store a digital copy for fast and simple future location and use.
Mobile Technology – Within certain industries and sectors the use of tablets and other mobile technology could drastically reduce the use of paper through a combination of check-ins, sign-ins and a fast paced retrieval of documents in any given situation. Especially within a medical setting this can be a huge time and money saver, whilst reducing paper waste significantly.
Change the Culture – If your company embraces technology and all of the above points, whilst promoting a culture of sustainability and recycling when paper and other materials are used in the office, you’ll start to see a difference in how your employees approach their daily work.
If you are looking to make the transition from a workplace that uses paper on a daily basis, to a paperless office, the time has come. Technology has advanced enough for the benefits to not just be a pipe dream.