5 advices for a paperless office
Many businesses, offices would rather use computers to work rather using traditional papers. The reason is simple; they feel frustrated and overwhelmed by piles of papers, faxes, bills, receipts, etc. and they want to get rid of this mess by using shredders or ways shown as below.
Right now, you can check the inbox of your email easily on line and let’s try to imagine how much paper is used if the message is sent by traditional mail.
Many people try out many ways to turn their office paperless. Here are the few ways they do that: Replace the copier machine with the scanner, send electronic faxes instead of the usual paper faxes, store electronic information instead of taking on the storage compartment , send to friends, customers, or suppliers of information stored in a CD or in the attachment via the Internet rather than store them in folders. In short, they are having more convenience from investments in their hardware, software, and technology.
Do you start to think of being one of them? You have enthusiasm to save more trees to be more environmental-friendly? Here are six ways to keep in mind when you want to move into an office or company that does not use lots of papers.
1. Do not use paper; make sure that you back up the files.
In a traditional backup system, you photocopy documents and store them in a folder, and label them so that you can see later from the storage box. There are many people and companies to develop an electronic storage system and simulate the old-traditioned paper system by using Microsoft Word or specific programs to store documents in files based on client, project, or other classifications. Of course, these files are stored and backed up as well. The solution includes backup on a portable drive or saving in different locations via internet to reduce the risk of data loss when the computer is broken down. So, the most important point here is having a system in order to back up your information regularly and appropriately.
2. It takes time to turn into paperless offices
Your office or company will not move from a paper-full to paperless place in one day. It’s a progression. You have to scan all busines-related documents into your system. Initially, you may even find out that you get more work instead of less.
3. “Paperless,” really means less paper.
It‘s very feasible to make soft copies for all documents and save them into your computer system. You might virtually abandon paper bills by generating bills on your computer, and moving bills to any computer in your system. However, keep in mind that you still need a few papers left in your office. Not all of your customers would like to receive electronic invoices. Some partners will still want to receive them by traditional mail. Tax and regulations may also require you to do some things on paper or you also need to keep a hard copy of the records of your business in the past.
4. Everyone must participate.
Everyone, including your partner, your spouse and your family members, or staff must be involved in the changing process as a new way doing business. Alteration can be difficult. People who are getting used to photocopying, sending paper faxes or storing both mounds of mail need to change their perceptions. They will have to learn new habits that actually they have not known yet. People have to know how to use the new softwares that they may not have ever seen some of which, and they also have to learn how to work in a completely new environment.
5. Realize that the transition to a paperless office is just the good way of reducing expenditure.
The transition to a paperless office reduces the cost of buying paper, ink, sending snail mail (smail).
Over time, some other benefits are getting more apparent, one of which can be the reduction in time of searching documents lost or missed. You will spend less time on looking for receipts, documents, and, if you run a business, and you will take less time to copy client’s documents. People can access information that has been well-arranged and classified in the computer in seconds without having to seek in your office. If you have a main office to serve many other branch ones, you can use software such as remote software application to access to business files from anywhere, even when you’re staying at home.
In summary, change can be hard to adapt, but it can bring many benefits in return. If you want to cut down your office expenses and be a more environment-friendly user, then going paperless will be your best option.
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