Nearly 50 percent of all printed material winds up in the trash or recycle bin by the day’s end. Globally, this amounts to more than one trillion wasted sheets of paper each year, furthering the argument for a paperless office environment. While office workers continue to rely on paper for everything from invoicing to record keeping, a number of these processes can be performed more securely, efficiently, and less expensively in a digital format.
If you’ve been considering reducing or eliminating paper usage in your organization, now is a great time. With innovative cloud and software solutions, going paperless is easier than ever before, but it does take time. Here is a list of steps to consider when planning out your strategy.
- Move to the cloud. Store and share data between coworkers, clients, and vendors using cloud based applications.
- Get back on track. Calculate your potential savings by tracking your current print volumes. A Managed Print Services provider can help with print audit software that can provide accurate, detailed reporting on print jobs by user or department; or you can manually record volumes using the meters on your print equipment.
- Bank online. All major banks allow you to view your statements, pay bills, and perform a number of other common transactions online, eliminating the need for paper statements.
- Live in the present. Do away with outdated technology, such as fax machines, but if you must use them implement software which lets you send and receive faxes electronically, lowering costs and paper usage.
- Sign of the times. Electronically signed documents are a legally binding alternative to inked agreements in most countries.
- Start today. Once you decide to go paperless, scan all incoming, relevant correspondence, routing them to the required destination.
- Get employees onboard. Employees are more likely to comply with reduced paper usage if there is some type of incentive involved.
In a world where paper clutters the top of every office worker’s desk, a paperless office is a welcome sight. Additional benefits include:
- Easy access to information
- Increased efficiency
- Streamlined document workflow
- Enhanced communications
- Reduced carbon footprint
- Greater security with data encryption, backups and disaster recovery
Going paperless is great for your organization and the environment. Thanks to the latest technology and software solutions, it’s easier than ever before!
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