Paperless communication in a work environment is external and internal communication without the use of paper. This is done by promoting digital communication within the workplace, as well as with external parties such as suppliers, banks, and contractors.
At a basic level, the simple difference between paper-based communication and paperless communication is whether or not you use paper. This key difference also affects other aspects of your communication, by not printing documents when you need them, you need to think of a different way to replace the paper communication.
For example, if you are used to leave requests being done by a paper form, you have to consider how you will process leave requests without using paper, such as using a digital form, and how that will change the way communication occurs within the office.
Paperless communication has a lot of benefits such as:
The first consideration is your internal communication, what are some of the ways you communicate in your office that uses paper? Some examples are:
Take a look at each of the ways you use paper in the office for internal communication, and consider how you could replace your paper-based communication with a paperless approach. Looking at the previous examples, you could do the following to make them paperless:
Then for external communication, typically the challenge there is correspondence you receive by mail, such as bank statements and invoices. Most banks now provide the option to send statements via email, and a lot of other third parties such as suppliers are happy to send their letters via email instead. After you have set up receiving correspondence by email, set up an app like Google Drive, OneDrive, or DropBox to store your documents digitally.
Remember, adopting paperless communication does not have to happen overnight, even a gradual change to using less paper is great for productivity, cost saving, and the environment.