While many businesses across the globe are still implementing paper-based processes, the way to go is clear — transitioning to cloud services, doing transactions online, and adopting paperless workflows inside the office. Thus, for organizations that aim to improve and modernize their processes to keep up with the fast-paced corporate landscape, paper is rapidly being replaced by digital tools that utilize electronic documents and records.
Organizations that enforce paperless processes benefit from a number of advantages:
- Paperless processes increase the availability of data and documents and facilitate effective communication between employees, all resulting in reduced time to find or share information and collaborate on documents. Moreover, productivity rates of employees increase as processes become more efficient with the help of digital tools.
- Paper-based processes place an extra burden on organizations, not only because they require an enormous amount of resources for printing, copying, filing, and storing paperwork, but also because they require regular maintenance to ensure the security of sensitive information. However, the vulnerabilities in paper-based processes go further than this; if any one of these elements becomes compromised, it becomes easier for attackers to gain access to confidential information and affect the confidentiality and integrity of an organization. With paperless processes, these vulnerabilities no longer exist and organizations can trust that their sensitive data is secure and accessible only by authorized users.
- Companies in the United States alone generate millions of tons of paper waste. Eliminating paper-based processes reduces discarded materials and protects the environment. By adopting paperless processes, corporations can improve productivity, cut costs, and reduce paper waste.
- Paper-based processes are susceptible to data breaches not only because they can easily be lost or destroyed, but also because their storage requires the use of physical facilities that create a single point of failure for sensitive information. Paperless processes increase security and compliance with laws, regulations, and standards.
If you want your business to go paperless, it is important to have a solid plan in place. You can follow these tips so you can implement paperless workflows smoothly in your office.
Goal-setting and incentives
Know the benefits that a paperless workflow can have on your business and what you want to achieve from it. This will help you stay focused while working on implementing the system in your workplace. It is also beneficial if there are some perks involved along with going green, such as rewarding employees for every step they take towards saving paper. This will encourage them to keep up with the system. Spread the word about why paperless is necessary for your organization. This will help get everyone on board which will save time, money, and resources later on.
Project costing
Prepare for some extra costs at the beginning of your transition, especially if you are planning on investing in new hardware, software, including web-based cloud storage, electronic signature solutions, online document editors, or both. However, by implementing a paperless workflow you can expect to see potential savings of hundreds or even thousands of dollars over time. The more you use your system, the more you will save. So make sure you commit to using it and see your savings increase.
Digitizing documents
Make a list of all the aspects of your business that involve paper, such as contracts, internal office documents, invoices, bills, and receipts, and then decide how best to digitize them according to their type and level of importance. Then, you can decide to either scan printed documents as-is or have them digitized as information is gathered from the paper. In this way, the choice will be made according to how much time and resources are available. If some documents need to be printed for legal reasons or client meetings, make sure that you also have a backup system in place for security reasons.
Software training and product support
Figure out what steps are required to go paperless and which employees will need training or support during the transition. This could be as simple as not using printers anymore or it can involve complex software training. You may need to leave plenty of time for the transition so that employees can adjust to the changes. It is important to keep them in the loop during this time, so they are aware of what to expect. Assign a project lead or owner to be responsible for the transfer. If necessary, this individual may need to delegate responsibility for certain tasks in order to ensure that everything gets done in time. For instance, if you have a dedicated HR professional, they might be best suited to manage data updates and employee training during the transition period. They can also help manage communications with employees and provide information as needed. Find out if any departments need to be involved in the paperless transition.
Client management
The process of shifting from manual paperwork to digital processes does not stop inside your company. You have to tell your clients about the digital switch you have implemented. If not, they simply won’t understand that you are no longer using paper documents for transactions. Onboard them by introducing them to digital tools. Send documents electronically. Request their electronic signatures for documents. The best way to persuade them is to let them experience the advantages of going digital. It is not only about the environment — although that should be enough reason for any business to do it. Shifting your processes from paper-based transactions to electronic ones is efficient, faster, and cost-effective.
As you adopt paperless processes, you have to remember that transitioning takes time. Don’t expect everything to be completed overnight. A digital filing cabinet doesn’t become fully populated just by deciding you’re going to go paperless. Everyone has to understand all the work that needs to be done to transition smoothly. Digital tools have to be learned and the processes that go along with them have to be perfected — all while continuing to manage your daily activities. Be patient and make room for adjustments and potential mistakes.