Still toying with the idea of going paperless? Here are some facts that might help you take the decision sooner:
- -Over 70% of today's businesses would collapse within a span of merely 3 weeks if they happen to lose their paper based records due to fire or flood.
- -An average employee spends 400 hours per year looking for documents.
- -An average organization loses nearly 2 - 5% of their files and documents on per day basis.
-Sources: Gartner Group, AIIM, US Dept of Labor, Imaging Magazine, Coopers & Lybrand
Are you still ready to compromise your business by continued use of paper documents? If no, here are a few tips that’ll help you build a paperless and of course, a greener office easily.
Tip#1 Avoid the printer
Cutting down on printer usage is a sure-fire way to save paper. Not just this, less printer usage means that employees can save the amount of time they spend in walking to the printer and back.
Instead you can use Gmail’s free service known as Google Docs that allows you to share documents, spreadsheets, presentations, surveys etc online with your co-workers. Through this service, a particular document can be edited, downloaded while you can also chat with other users viewing the document. Basecamp is yet another system enables efficient document sharing and collaboration.
Tip#2 Choose online file management options
Dropbox is a god-sent gift for today’s businesses. And, not without reason. It offers free 500 MB of free storage which you can upgrade upto 32 GB by subscribing. This one is a totally efficient way to store your documents and data without having to use paper.
If you need to move and share heavy files, there’s a convenient option for you to do that. YouSendIt and WeTransfer are two systems that let you send across or distribute heavy files without any trouble.
Tip#3 Pay your bills online
Paying your bills online can save you a lot of money, time, effort and not to forget, paper. Online is the way to go since it enables prompt payments and also helps you keep a track of all payments done. Today, even banks encourage their customers to conduct paperless transactions and to manage online accounts.
Tip#4 Opt for scanning
Scanning is a favorite among businesses since it not just allows easy publication of documents but also helps you to make the process faster. Scanning is also an easy way to store copies of your documents in your online storage system for future reference.
Thanks to today’s technology, there are still more smart tools waiting to be explored. All you have to do is find out how you can integrate them into your business to maximize your benefits. And, remember- a paperless business is a cost-efficient business.