One of the images that come to mind when business operations are concerned is that of an office full of clutter and paper. That is a picture that one will find difficult to change or erase. After all, society has emerged as a paper-based collective of people. However, that does not mean that you will not do anything to challenge the status quo. You always have the power and capabilities to make change happen, given that you have access to a number of technologies and modern ways to conduct business. You will just have to have a commitment. Such is an act of turning your office into an almost paperless workspace (admit it, you will still need paper at some point).
Going paperless at work has a lot of benefits. For one, when your documents are on your computer, it will be much easier to look at what you need to look for. Paper occupies space, and that may require you to buy shelves and cabinets just to keep your docs organized. Less paper at offices may also mean that you will have tidier workplaces. When you want to start the office’s transition from a paper-based one to a paperless one, here are some of the things you need to do:
One of the most basic and practical ways to go paperless is by taking your operations online. This means that you will have to get cloud software programs to make it happen. For one, you can use online presentation slides when creating pitch decks; everyone can work on it simultaneously. You may also want to get cloud-based project management software to manage remote workflow. Just make sure everyone in the company is on the same page; train your employees strategically.
Get your clients on board
It is not enough that your office is just paperless. Keep in mind that a lot of your transactions will be online, and this may affect your transactions with your clients. You may want to inform them about your transition and explain your reasons, which may include your pledge to environmental advocacies and your aspiration to streamline business operations. More importantly, help them to understand how they will be able to take part in the process without disrupting the continuity of your business with them.
Pick the docs that should be on paper
As mentioned, you do not have to go full-on yet with your transition. Some documents may have to stay on paper, as they will also serve as a back-up should electronic means gets compromised. For one, your receipts and invoices should have tangible versions. Just scan them, so that you will have virtual back-ups. Records that you need to have access right away should have physical copies kept in the inventory shelves.
Going paperless is a transition that you may want to initiate at your office. That way, you will be able to streamline your business operations as far as documentation is concerned. This act is also your commitment to making your business a sustainable one.