Tips For Transitioning To A Paperless Office
Many offices go through reams of paper daily. By switching to a paperless office it is possible to help in preserving natural resources used to create paper. Additionally, the move is often money saving as the need for paper, toner and ink are reduced greatly or eliminated.
One of the ways to make the reduction is to start sharing memos and documents electronically. Programs allow employees to all have input with ideas. Documents that must be sent to other companies are saved as locked PDF files to ensure they are not changed.
You can reduce the amount of paper that comes into the business through the mail. Switch to electronic bank statements and online billing. Reduce the paper used for checks by paying invoices electronically. Use direct deposit for employee paychecks.
Store files electronically as well. This becomes easier as you make the switch. Unless older paper files are accessed on a regular basis, you may want to leave them as they are. Those for which you need regular access can be scanned and stored electronically.
Use an online fax service to eliminate the need for printing and faxing documents. These services allow you to send documents directly from your word processor. Incoming faxes are directed to your email in-box where they can be stored in the appropriate electronic file.
Group presentations can be done using electronic files instead of sheets of paper. Eliminate the need to ask everyone to turn to the goldenrod page. Some programs allow the participant to use a smart-phone to make notes directly on the presentation material for later reference.
In preparation for the change, be sure the data is regularly backed up. While most locations are already taking care of electronic media in this way, be sure to check. Work with your IT department to ensure the plan is in effect before the planned date for the switch. Ensure preparations have been made before the change.
While you can greatly reduce the paper used, you may still find a few items that cannot be stored electronically. For example, you will want to keep track of original notarized documents that may be important. However, you can eliminate much of the waste associated with doing business and conserve many natural resources by implementing a recycling plan.
A paperless office is a great goal for many businesses. Once you have a plan and the necessary software, set a date to implement the changes. Once employees make the change, most will appreciate the convenience electronic files provide.
One of the ways to make the reduction is to start sharing memos and documents electronically. Programs allow employees to all have input with ideas. Documents that must be sent to other companies are saved as locked PDF files to ensure they are not changed.
You can reduce the amount of paper that comes into the business through the mail. Switch to electronic bank statements and online billing. Reduce the paper used for checks by paying invoices electronically. Use direct deposit for employee paychecks.
Store files electronically as well. This becomes easier as you make the switch. Unless older paper files are accessed on a regular basis, you may want to leave them as they are. Those for which you need regular access can be scanned and stored electronically.
Use an online fax service to eliminate the need for printing and faxing documents. These services allow you to send documents directly from your word processor. Incoming faxes are directed to your email in-box where they can be stored in the appropriate electronic file.
Group presentations can be done using electronic files instead of sheets of paper. Eliminate the need to ask everyone to turn to the goldenrod page. Some programs allow the participant to use a smart-phone to make notes directly on the presentation material for later reference.
In preparation for the change, be sure the data is regularly backed up. While most locations are already taking care of electronic media in this way, be sure to check. Work with your IT department to ensure the plan is in effect before the planned date for the switch. Ensure preparations have been made before the change.
While you can greatly reduce the paper used, you may still find a few items that cannot be stored electronically. For example, you will want to keep track of original notarized documents that may be important. However, you can eliminate much of the waste associated with doing business and conserve many natural resources by implementing a recycling plan.
A paperless office is a great goal for many businesses. Once you have a plan and the necessary software, set a date to implement the changes. Once employees make the change, most will appreciate the convenience electronic files provide.
About the Author:
Loris F. Anders is an office management specialist focused on optimizing workflow processes in document management. If you would like to learn more about go paperless, she recommends you check out Docufree
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