Businesses are constantly on the search for more effective ways of storing and handling their data. After all, printing information on reams of paper and storing them in bulky filing cabinets aren’t exactly convenient nor efficient, and you will eventually run out of physical space, leaving you with nowhere to store the new data that’s coming in.
These days, companies have the option of converting their hard copies to digital files thanks to modern data management solutions. That being said, this is a process that is unlikely to happen overnight. If your company has been thinking of going paperless, here are a few tips and tricks to help you pull this off:
Get the Right Software and Training
In lieu of notebooks, folders, and sheets of paper, your staff will shift to using computers and software in a paperless office. To make the transition as smooth as possible, start with installing the proper applications. Then, take the time to train your employees so that they know how to use these programs effectively.
Types of programs that they may need to learn, include those for project management, invoicing, accounting, and note-taking, to name a few. That last one is particularly important, as your team should be able to record, store, and retrieve key information quickly and easily.
Fortunately, there are plenty of courses out there that can teach your team how to navigate these apps. For instance, your team can invest in a quick but comprehensive course on using Onenote so your business can work smarter instead of harder.
Invest in Cloud Storage
With cloud storage, you can access your digital documents anytime and anywhere over the web. However, this can be quite confusing for some employees to wrap their heads around, especially if they’ve become accustomed to handling hardcopies. Hence, it may be worthwhile to train your team regarding how to navigate your cloud-based storage system of choice, as it may not come naturally to everyone.
Once everyone has a good idea of how to use it, collaborate with your staff to come up with an efficient way to organise all your files in the cloud. For example, you may choose to sort your files by department or date.
Additionally, you need to come up with a good way to protect your company’s digital information so that they don’t fall into the wrong hands. So, make sure to educate your employees regarding cybersecurity measures so that they know what to watch out for.
Inform Your Clients of the Transition
Once your company is about halfway through the transition to digital, let your clients know of these changes, as it will affect how all future transactions will be conducted. This advanced notice will also give your clients enough time to adjust to the new paperless system as well, such as switching to electronic receipts and e-signatures.
Normalise Paperless Meetings
If you and your staff have become used to using handouts and printed registration forms for company meetings, paperless meetings may take some time getting used to. So, make it a point to gradually replace hardcopies with digital alternatives so that your team has an easier time adapting to the new system.
For example, instead of having them fill out printed registration forms, you can inform your team about upcoming meetings via an online scheduling app. These apps will automatically send them reminders through e-mail as well, lowering the chances that any of them will forget to attend.
During the meeting itself, prepare your agenda via digital presentations to ensure that everyone can follow the flow of the discussion. Assign at least one person to record the minutes using a laptop, then have them email that and other relevant materials to all attendees afterwards. A similar approach works for online meetings as well.
Invest in Energy-Saving Equipment
One of the reasons why some people hesitate to go paperless is the inevitable increase in electric bills, and that view is understandable as you’ll be heavily relying on scanners, internet routers, laptops, and other similar devices to support your paperless office.
To combat your business’s rising energy expenses, you can try switching over to energy-saving equipment instead. Be on the lookout for brands that are more economical in terms of power consumption. You may also consider using sockets and adapters that use less electricity moving forward. Additionally, you could save on costs by renting any devices or equipment that you use infrequently.
Going paperless can offer plenty of benefits for companies of any size. Indeed, it is more eco-friendly, cost-effective and space-saving, especially in a rapidly digitising world. While the transition to a paperless office may not be instantaneous, it is a worthwhile endeavour that will give your company a competitive advantage. For helpful online courses to help you master different paperless communication tools and more, contact us at Priority Management.
If you would like support in going paperless, then check out our most popular courses here: MICROSOFT ONENOTE