paperless office

8 Smart Ways To Go Paperless In Business

A business office is one of the heavy users of paper. You can find pieces of paper on shelves full of files, in drawers, or on top of desks.

Paper is recyclable. You can effectively have a reduced volume that would be left for any rubbish removal company if they are properly sorted out for recycling.

For reducing paper waste, recycling is not the best option that you can head for.

It is just the better alternative to dumping waste paper in incineration or landfills where it releases methane, a greenhouse gas that traps heat and contributes to climate change according to experts.

Going paperless is best done gradually according to the experts.

When you choose to go paperless then you need to know that this is not something that happens in just a fraction of a second.

It is a process that takes time and effort as many of the business owners and the workers at home are literally intimidated by the prospect of making such a switch to a paperless environment.

Choose from any of the following ways to go paperless the ones that are applicable to your business. Then, as you can continually add more ways as you go along.

1. Paperless document storage

Many businesses are making use of cloud storage to keep and share their digital files.

Some of the common apps used to back up and securely store files and documents are Google Drive, Dropbox, and other file storage programs.

As long as you put the needed security features, off-site file storage is a secure way to control documents.

2. Paperless meetings

Instead of printing presentations and handouts for meetings, make a slide show that can be shown from a computer on a digital screen. After the meeting, the presentation can be electronically shared with the attendees.

Meeting attendees can take paperless notes using apps like Evernote, Microsoft Onenote, Google Keep, and other note-taking apps.

3. Electronic communications

Train the employees to share information electronically through emails, telephone calls, or text messages instead of forms of other forms of communication.

Online information in the form of any document can be easily transferred, edited, and accessed from anywhere.

4. Scan documents and save them electronically

Instead of making hard copies of documents, scan, save, and share them electronically. You may save the hard copy but you did not consume more paper by making copies for distribution.

5. Use digital receipts

You have to convince as many customers as you can to provide their digital addresses and accept digital receipts.

Digital receipts could save transaction time for your frequent or high-volume customers. They also don’t fade over time and are less likely to get lost.

6. e-Signatures

Your office can avoid printing out pages of documents for a few signatures. You can start with interoffice documents and convince as many customers as possible to accept documents with e-signatures.

Employees are not to use disposable paper cups, plates, and food containers

7. Start investing in energy-efficient equipment

As the employees are switching to reading documents through their electronic devices it could result in more energy consumption. To help offset the cost of increased electronic usage, you need to go ahead to install LED lighting, energy-efficient printers, and other energy-saving equipment.

8. Lease that expensive equipment

You might be on the scene of purchasing a new laptop, tablet, and portable digital payment devices that can be very costly when you go paperless in a small business.

You can even save on upfront costs of repairs, upgrades, and equipment maintenance fees when you are leasing the expensive equipment.