Many offices go through reams of paper daily. By switching to a paperless office it is possible to help in preserving natural resources used to create paper. Additionally, the move is often money saving as the need for paper, toner and ink are reduced greatly or eliminated.
Begin to share documents electronically. There are many programs and online applications which will allow employees to share ideas and thoughts. When documents need to be sent in a protected form, save them as a locked PDF file for security.
You can reduce the amount of paper that comes into the business through the mail. Switch to electronic bank statements and online billing. Reduce the paper used for checks by paying invoices electronically. Use direct deposit for employee paychecks.
Store files electronically as well. This becomes easier as you make the switch. Unless older paper files are accessed on a regular basis, you may want to leave them as they are. Those for which you need regular access can be scanned and stored electronically.
Get rid of the fax machine and use an affordable online fax service. Each employee can have his or her own fax number. Documents can be sent from the computer without printing. Incoming faxes go to email as attachments for storage in the appropriate electronic file.
For group presentations choose programs that allow the presentation slides to be stored directly to participant's computers instead of needing to prepare large paper documents. Such information is more likely to be accessible when needed. In addition, some programs allow participants to take notes on slides with a smart phone or tablet.
Make sure all data is being backed up regularly before making the switch. While most offices already have this plan in effect, it becomes even more important. Work with the IT department before the planned date to make the switch. Ensure they are prepared to provide the support required for this type of change.
You will probably never eliminate all the paper from an business. In many states, documents that require a notary and original signature cannot be electronic. In order to reduce the billions of trees and other natural resources used each year, develop an effective plan to recycle waste paper that is produced.
In many businesses, a paperless office is a worthy goal. Once your plan is in place, install the software and set a scheduled date to implement changes. Many employees, even those who are resistant find the switch provides greater convenience than paper files.
Begin to share documents electronically. There are many programs and online applications which will allow employees to share ideas and thoughts. When documents need to be sent in a protected form, save them as a locked PDF file for security.
You can reduce the amount of paper that comes into the business through the mail. Switch to electronic bank statements and online billing. Reduce the paper used for checks by paying invoices electronically. Use direct deposit for employee paychecks.
Store files electronically as well. This becomes easier as you make the switch. Unless older paper files are accessed on a regular basis, you may want to leave them as they are. Those for which you need regular access can be scanned and stored electronically.
Get rid of the fax machine and use an affordable online fax service. Each employee can have his or her own fax number. Documents can be sent from the computer without printing. Incoming faxes go to email as attachments for storage in the appropriate electronic file.
For group presentations choose programs that allow the presentation slides to be stored directly to participant's computers instead of needing to prepare large paper documents. Such information is more likely to be accessible when needed. In addition, some programs allow participants to take notes on slides with a smart phone or tablet.
Make sure all data is being backed up regularly before making the switch. While most offices already have this plan in effect, it becomes even more important. Work with the IT department before the planned date to make the switch. Ensure they are prepared to provide the support required for this type of change.
You will probably never eliminate all the paper from an business. In many states, documents that require a notary and original signature cannot be electronic. In order to reduce the billions of trees and other natural resources used each year, develop an effective plan to recycle waste paper that is produced.
In many businesses, a paperless office is a worthy goal. Once your plan is in place, install the software and set a scheduled date to implement changes. Many employees, even those who are resistant find the switch provides greater convenience than paper files.
About the Author:
Loris F. Anders is an office management specialist focused on optimizing workflow processes in document management. If you would like to learn more about go paperless, she recommends you check out Docufree
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