Moving to a “paperless” office has many benefits—increased efficiency, cost savings, and a smaller environmental footprint among them. But for most businesses, the prospect of eliminating paper altogether can seem daunting.
The good news is you don’t have to go 100% paper-free overnight. By implementing a few digital systems and embracing some new habits, you can significantly reduce reliance on printed documents. Here are practical tips for making the shift.
Upgrade Equipment
Having the right hardware in place makes paperless processes infinitely easier. This upfront investment will quickly pay for itself. Consider the following upgrades:
- Document Scanners. Choose reliable models that can handle high volumes with fast scanning speeds. Auto-feeding capacities eliminate manual document prep work.
- Cloud Storage. Rather than local network drives or on-site servers, use secure, easily scalable cloud platforms like Dropbox or Google Drive to house digital files.
- Password Managers. Services like LastPass enable teams to securely store and organize passwords. No more sticky notes on computer monitors!
- Electronic Signature Apps. Platforms like DocuSign replace ink signatures with encrypted digital approvals that are legally binding. No printing or faxing contracts back and forth.
- Device Charging Stations. Make sure your team has reliable access to charged laptops, tablets, and mobile devices so they can easily access and share digital files from anywhere in the office.
While the shift to new equipment takes some adjustment, digital processes will quickly become second nature for staff accustomed to paper trails.
Establish Digitisation Protocols
Without standardised processes, attempts to go paperless often backslide. Make digitisation a built-in business practice by implementing the following protocols:
- Scan Incoming Mail. Designate staff members responsible for immediately scanning snail mail so content is documented digitally vs. routed physically from desk to desk.
- Convert Paper Documents. Establish user-friendly protocols for scanning or using OCR technology to convert PDF to Word docs. Encourage teams to convert a PDF file to a Word doc themselves vs. relying on assistants.
- Limit Printing. Set default printer settings to double-sided. Remove individual desktop printers and provide only what’s essential for the business (e.g. one networked multifunction copier per floor).
- Back Up Files. Require that any final digital files and scanned documents get saved in the appropriate cloud-based content management platform, like Google Drive, or business software system rather than local computers or reviewers’ email inboxes.
Reinforcing these basic digitisation habits keeps teams aligned. Support any temporary growing pains with added training and troubleshooting resources.
Clean Out the Paper Clutter
Before fully transitioning business activities online, sorting through years of accumulated binders and filing cabinets is a must. Arm staff with document scanners, a secure shredding bin, and reliable cloud storage and set aside time for The Great Paper Purge.
Provide simple guidesheets to:
- Scan active files needed for regular business operations.
- Toss non-essential, outdated materials according to document retention guidelines.
- Schedule shredding services to securely destroy unnecessary sensitive docs.
Designate areas like The Paper Purgatory Bin for documents that require later review before determining if scanning or shredding is best. Just getting bulk paperwork out of constant visual sight and into neatly organized digital folders can do wonders for company culture and productivity.
Optimise Business Processes
The push towards paperless is a convenient forcing mechanism to optimise outdated business processes. Evaluate common pain points team members experience due to manual approvals, forms, reimbursement requests and information sharing delays. Which could be eliminated by shifting online.
- Shared Databases. Migrating data housed in spreadsheets scattered about company hard drives to centralised databases smooths data discrepancies. Grant relevant users permission-based access to input new customer contacts, track inventory, update order statuses or modify product catalogues.
- Automated Workflows. Documents requiring multiple review rounds prior to company approval are prime automation targets. Solutions like Zapier build sequences of if/then triggers between apps. Send contract alerts to legal upon completion vs. awaiting slow email transfers between departments.
- Electronic Requests/Forms. Replace paper forms for petty cash withdrawals, PTO requests, invoice generation and more with streamlined online formats. Digitally capture information upfront rather than transcribing approval forms manual. And cut out shipping delays.
Improve Access and Security
The ability to work from anywhere has become a common expectation. Providing secure access to the materials employees need whether they are in headquarters or a remote beach office is imperative.
- Remote Access. Utilise cloud-based business platforms rather than on-site server networks. This allows remote employees to securely access required files and databases from any device.
- Role-based Permissions. Only grant access to sensitive information on a need-to-know basis. The marketing manager likely requires different system permissions than the head accountant, for example.
- Multi-factor Authentication. Go beyond single passwords to require secondary credentials like codes from a smartphone app. Extra identity verification gives additional protection to financial files and customer data.
- Device Encryption. For any devices housing sensitive information, utilize encryption methods to code data at rest. That way if equipment gets lost or stolen, customer info and company IP aren’t compromised.
While threats like hacking and malware still require heightened cybersecurity precautions too, restricting document access limits internal data leaks as well.
Change Company Culture
Implementing paperless processes is not solely an IT issue. Helping staff adjust to new digital habits requires buy-in across departments.
- Lead by Example. Managers should actively demonstrate new practices like scanning meeting handouts rather than distributing paper copies.
- Highlight Efficiency Wins. Publicly share when departments meet goals like significantly reducing printer usage or how automating invoice approvals gained back 20 hours a month.
- Incentivize Changes. Consider hosting friendly digital adaptation competitions between business units with rewards like lunch parties or coveted reserved parking spots.
Appreciating the collective effort it takes to change ingrained workflows helps smooth the company-wide transition. And remembering wins helps sustain momentum when inevitable tech headaches arise.
Evaluate as You Go
Rome wasn’t built in a day…and neither will a full-scale paperless transformation be complete overnight. As you implement new digitisation processes, continuously evaluate what is and isn’t working. Check in with staff regularly on what paperless solutions they’ve embraced and what’s frustrating. Be prepared to pilot alternative options.
As with any company-wide change, expect hiccups as employees adjust to new digital systems. The tips above should help smooth the journey towards significant paper reduction, increased efficiency and a brighter environmental footprint over the long run.