Why your office should go paperless

Office
May 14th 2020

If you have ever worked in an old-school office, you’re probably familiar with the many filing cabinets containing stacks and stacks of papers; sometimes they were organised nicely, other times they were not, and in that event, hopefully it wasn’t up to you to find the needle in the haystack.

With the last few decades of improvements to technology, going paperless has never been easier and businesses are starting to shred the piles of paper in lieu for a digital solution, but not all businesses are ready to relinquish their paper-based system. If you’re on the fence, or looking to build up a case to go paperless for your office, here is an outline on why your office should go paperless.

1. Better security and disaster recovery

With your data on the cloud, recovering your valuable documents in the event of a fire, flood, or other disaster is much easier and typically near-instant. Security is also improved by storing data on the cloud, making it easier to make sure confidential information stays protected, and controlling access to any specific documents.

When considering where to store your documents, consider an option like OneDrive, Google Drive, or DropBox with a proven track record in security & reliability.

2. Save money and space

By going paperless, your office can save money on the cost of paper, printing, storage, and other expenses associated with keeping paper documents, as well as physical space within the documents. You can then reallocate this money and office space towards more profitable aspects of your business, while enjoying a much neater office with less clutter.

3. Improved productivity and collaboration

By going paperless, your office will have faster access to the information they need. By storing your documents digitally on the cloud, they can be indexed and retrieved much faster than paper documents, especially when you’re not quite sure what file you’re looking for. 

Setting up documents from suppliers, banks, and other parties to be emailed instead of mailed also speeds up communication, receiving an email takes seconds and you can set up automation to put it in the right place without needing to do anything. That’s not the only automation you can do as well, by going paperless your ability to automate business processes widens significantly using a tool like Zapier which allows different applications to automatically talk to each other, reducing your admin overhead.

Going paperless also improves collaboration; instead of waiting for a report from your co-worker to do your part, you can both work on the same document simultaneously, most cloud solutions also provide the option to leave comments on documents, making it easier to communicate and action feedback.

4. Enable mobility and scalability

Going paperless makes it easier to grow your office, and opens up opportunities for employees to work from home if beneficial. Having all your documents stored on the cloud makes it significantly easier to move offices, as well as share documents with new office branches; this also makes it easy for your employees to securely access documents from home if you or your employees would like to work remotely, a paperless business is also critical if you ever want to consider moving your entire workforce remote.

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