The Benefits of Transitioning to a Paperless Office
Going paperless. You’ve talked about it. You’ve dreamt about it. Is it finally time? To convince you once and for all, here are the benefits of transitioning to a paperless office.
Previously we’ve discussed how long you should keep your records in Canada. But, with the use of innovative technology and an abundance of mobile apps, customizable online software, and online storage platforms, transitioning to a paperless office has never been easier.
Oh no, am I the last one to jump on the paperless office bandwagon?
Actually, no. This may shock you, but a significant number of companies are still using paper instead of moving forward with a major change to their business systems. Oh, you’re not shocked? Wow, you’re amazingly perceptive!
This reluctance to modernize is usually due to limited time and resources, or lack of digital expertise. But for many small businesses, the benefits of switching to a paperless office far outweigh any cons. Here are several reasons why you should modernize and go paperless.
1. Danger! Beware of file folders falling
Do you have a cluttered storage room that makes your employees nervous because they fear getting trapped by old files? Instead of risking the lives of your staff or adopting a St. Bernard to go looking for employees lost in the paper avalanche, consider the alternative. Going paperless reduces the chaos and disorganization that you experience when you have bulky paper records stored in many cabinets and boxes. Digital files take up far less space, and you can cram all your office paperwork into one computer or cloud-based storage, which is entirely on the internet and takes up no physical space!
2. There probably is an app for that
In short, paperless business systems remove the need to sift through mountains of paper to search for documents. There are a lot of options available, but the basic premise is that cloud-based technologies can help you cut your paper habit through accounting software. Some of the features can include:
- The ability to automate manual accounting and bookkeeping processes.
- The ability for data to be accessed regardless of location or device
- The ability to be updated in real-time
- The ability to easily scale to meet growing business needs
- The ability to integrate with other systems
If some of this list makes you nervous or doesn’t add value to your business, don’t worry, it’s not an all or nothing proposition. You can choose what features that fit your business best, but the endgame is to help you to work faster and more efficiently.
3. But keep those cat memes to yourself, Karen
A paperless office makes it easier to communicate internally. Being able to share information among your staff in a timely and efficient manner is very important (Cat lady Karen notwithstanding). Internal communication is improved by the use of e-mails, and interaction on employee dashboards, where staff can gather to discuss and exchange ideas and suggestions. This will improve teamwork, optimize employee relations, and encourage innovation. Communiqués and internal memos can also be dispatched through e-mail or text messages.
4. Because getting paid faster is the ultimate dream
Client communication is faster. The need to send direct mail and promotional flyers to customers locally or out-of-state using courier services will be eliminated when you go paperless. Except for sensitive documentation, most client information can be sent quickly and cheaply via e-mail. Invoices can also be sent instantly and waiting time is cut down because your customers are likely to receive them immediately, which speeds up how quickly they pay. Using software that tracks invoices can also help you send out automated follow-up requests in the case of any delay or default.
5. All the really groovy kids have automatic backup
Using cloud-based platforms to save office data digitally comes with the advantage of ample space to store and back up everything. This reduces the chances that you will lose any information permanently.
6. Lead the scene and keep it green
Using less paper creates a smaller environmental footprint. Removing the need to waste paper and consequently, reducing the number of trees cut down to manufacture it, will make your business a greener one. When you go paperless, the planet will be grateful for it.
7. One final word: Kah-ching!
You can save money. By switching to paperless operations, you can significantly cut down on equipment like photocopiers and fax machines, and office supplies like paper, inks, and toners. Using e-mail services or other digital transfer tools can also save money otherwise spent on paper, envelopes, and postage.
With advancements in technology worldwide, businesses are experiencing a rapid shift towards a more paperless working process which improves data storage and optimizes communication. It is time to drastically reduce your paper usage and step into the future.
Want to learn more about transitioning to a paperless office? Check out our other articles in this series:
Psst… You know what can really help transitioning to a paperless office? Having an immaculate bookkeeping system! At Black Tulip, we live to make accurate entries, track down errors and heroically organize your files. And we’re really, really good at tidying up all your shoeboxes of information into any format you need. Contact us for more information.