Paper-based documentation has been the way to organize the information for any business or office. But that doesn't mean that paper-based documentation is the only way to organize the office. Many offices and businesses have already started transforming their business from physical documentation to digital documentation systems.
But, why do businesses want to go paperless? There are multiple reasons to do so. The following are 7 ways to take your business paperless and help the climate.
As of today, more businesses are starting to realize that paper is an expensive and inefficient way to manage information. Small and large businesses are turning to services such as the Visitor Management System to manage their entry logs. But going paperless is not something that will happen overnight. Going paperless will take time.
As intimidating the concept of going paperless sounds. This digital transformation is necessary and if you want your business to compete with the modern world you need to transform your business.
Step 1: Lead the Way
According to your what is the #1 reason companies are not going paperless?
As per recent research conducted 47% of employees said one of the top 3 reasons for not going digital is lack of management initiative. Essentially, when we talk about going paperless most of the businesses are ready to do so, but nobody is leading the way or providing the business the tools to do so. Executing the process of going paperless means your business would need to take major initiative and lead the way to become a more efficient office but once you do that your employees will be grateful for getting their work experience better.
So how to go paperless. Firstly, a business needs to set goals for each department of the business to encourage the whole organization to go digital simultaneously. You may also want to set a reward to increase the initiative of going paperless.
The important thing about going paperless is you need to lead by example. So, if you have your cabinet filled with documents, make sure that you get rid of it first. Set the goals and take ownership. Once your employees start seeing you leading the way, they are more likely to follow you.
Step 2: Get Everyone on Board
No matter how strongly you set the example of going paperless for your company. The transition won't complete until everyone is on board. Make sure that your employees get to know how much time, energy, and money is saved by their efforts. Setup a dashboard where they can get to know the data.
As per a recent survey Legal and finance departments are the ones who are most resistant to transform into a paperless environment. So how to get the resistant one ready to transform?
- You need to show them the ways for going paperless and how it will benefit them.
- Address their major compliance concerns about going paperless and try to resolve them.
- Show them how going paperless will not only benefit them but will also benefit their customer services.
Step 3: Organizing Documents and Files
Now that you have already started some great initiative programs and gotten your team on board for going paperless. It's time to start the sloppy work. Before you can begin with the scanning of your physical documents to take them digitally, you need to organize them first and we think there will be a lot to organize.
To tackle these heaps of documents, you need to divide the work and utilize your resources properly,
- Create a unified organization system based on client names, years, etc. and make sure everyone is in there.
- Divide the work department wise. Make each department work with their documents only.
- Set a deadline about when the departments should end their work and submit everything digitally.
- Keep following up with your department to track their progress toward finishing work.
Step 4: Get A Software
By the time your employees are transferring their documents digitally, you need to find the right management system to aid the process. There are many digital document management systems and visitor management systems to take your business documents and visitor log digitally. So you first need to do your research and compare your option before making a purchase. To make your search a little faster you can also make a list of tools that you will require to go paperless. The tools basically involve data backup, storage amount, number of staff accounts, audit logs, and automation.
Once you have figured out the tools that you will require. You will need to set a budget to do so. You may also need to consult with your financial team about it as well. Once you have everything ready start searching for the tool that fits perfectly for your requirement.
Now that you have done the research and found the perfect tool don't purchase it straight away. Get a demonstration first and if you are not satisfied with one demo go for another one. You need to understand if the tool will work for you as you will be using it organization-wide.
Step 5: Get Started the Right Way
One of the most important things for going paperless is finding the right scanner to get your documents digital. Once you have your employees trained with the software that you will be using, you can now start scanning your documents and filing them digitally with the management software that you have selected. The initial level is also a good time for you to assess how you will be handling the incoming documents while clearing your backlog of the existing document. Once you have started with your first scan all the new incoming documents should be filled digitally as well. Because you don't want to be constantly playing catch-up with your documents.
Step 6: Enjoy the Benefits
Once you have finished your digital transformation, a very little effort will be required to ensure that you stay as a paperless agency. Any previous document checkup will need only minimizing printing from a computer.
As you continue the use of computers for making your processes digital you'll ripe a number of benefits not only in your office life with your outside life as well. For example, you will be saving a lot of time and cost, there is increased document security and you have a data backup available. Not only you but your employees and clients will also find it beneficial as their waiting time for accessing a document will decrease dramatically
By following the ways outlined above in the article, you can simply get your businesses to document under your fingertips and can start to become a better and more productive company.
By following the steps and tips outlined above, you can get your business’s document overload under control and have started to become a better, more efficient company.