They help you create, save and access information via the cloud instead of relying on physical 5 1 the need for adjusting entries financial accounting documents or an internal server. Additionally, cloud-based applications include built-in security protocols and allow for shared files and collaboration. Employees should be able to file their original documents directly within the software they use to create your company’s documents. Connect their Microsoft Office account, or whatever other software you use, to the document management software you implement for both saving and retrieving files.
This includes Zoho Writer for word editing, Zoho Sheets for spreadsheets, and Zoho Show for presentations. All of these tools work together, allowing your employees to keep things simple. Contact your landlord, utility companies, credit card providers, and vendors who send you paper bills and ask about paying online instead. You may need to specifically request that they stop sending paper bills, even if you normally pay online. Electronic documents are more useful if they are fully indexed, so you can easily search and find what you’re looking for. When scanning documents, make sure they are searchable by using OCR (optical character recognition) software.
Incentivize your employees
Your business can achieve several key benefits by transitioning to a paperless office. Consider the following tips, tools and best practices when transitioning to a paperless office. Here are two tips for establishing and choosing champions to support the transition to paperless and adoption of new document software. It’s time to adopt digital document management best practices by implementing communication strategies and productivity apps that eliminate the need for paper. The allure of a paperless office is not just a vision; it’s an actionable reality. The above ten steps can help create a paperless office that focuses on what are outstanding checks your company’s bottom line while reducing administrative overheads.
Set clear paperless objectives
When you use only digital documents, you can create, share, organize and search for documents with the push of a button. The time your employees save with a paperless office will let them focus on mission-critical tasks instead of digging through filing cabinets. When it comes to going paperless, Microsoft Sharepoint provides the online data storage and organization you need to access files from anywhere.
Change your document management habits to go paperless.
Use online fax services to avoid the print-then-fax process. Microsoft Sharepoint is a web based collaboration platform. It includes options for storing files, organizing them into folders, and securely sharing them with specific employees. So your company can easily choose the specific functions that are most relevant to your operations. And it integrates with Microsoft Office, which is ideal for offices that already use tools like Word and Excel, or whose clients use these popular programs.
- Power outages, server failures, or accessibility issues can cause issues when working with digital documents.
- Scanning documents is the most efficient way to get rid of papers you already have.
- A paperless office is one where the use of paper is either eliminated or significantly reduced by converting documents into digital formats.
- Look for digital alternatives to other business owner responsibilities.
You should also gauge the performance of the tools you use – do they fit your company’s needs? Set specific KPIs before you even start, such as document processing times or by the number of successful completely digital transactions. Be ready to adapt and adjust if your KPIs are falling short. The first step in any transformation is understanding where you stand. Conduct a thorough assessment of your current document management processes.
Paperless office solutions reduce clutter, improve organization and streamline reporting. In some cases, going paperless can help you get rid of printers altogether. In others, you can at least significantly cut down on the number of documents you print. There are likely some paper sales register documents in your current filing cabinet that you need to keep around. However, very few, if any, should need to be hard copies. For example, if you have to print a document, use both sides of the sheet of paper.
Instead, you can ask to receive statements via email or through an online account. Employee engagement and buy-in is critical for making a seamless transition to your new paperless office and operating style. You need to focus on ways to engage employees and get them motivated and committed to making the change to paperless. Once you’ve made the switch to digital, you’re going to have a bunch of dormant equipment laying around your office. While this isn’t hugely impactful for your business, you do need to determine what will happen with your retired printers, copiers, fax machines, etc. The journey to a paperless office is dynamic and can fluctuate day-to-day, so measure and analyze your workflows regularly.
