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.
Reduce the paper other businesses send you through the mail. Change to electronic bank statements and use online billing. Instead of sending paper checks, pay invoices electronically and use direct deposit for employee payroll.
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.
Use an online fax service to eliminate the need for printing and faxing documents. These services allow you to send documents directly from your word processor. Incoming faxes are directed to your email in-box where they can be stored in the appropriate electronic file.
Group presentations can be done using electronic files instead of sheets of paper. Eliminate the need to ask everyone to turn to the goldenrod page. Some programs allow the participant to use a smart-phone to make notes directly on the presentation material for later reference.
In preparation for the change, be sure the data is regularly backed up. While most locations are already taking care of electronic media in this way, be sure to check. Work with your IT department to ensure the plan is in effect before the planned date for the switch. Ensure preparations have been made before the change.
It may be impossible to eliminate all paper from a business. In many locations, there is a requirement that original notarized documents require non-electronic signatures. However, it is possible to reduce the number of natural resources used by establishing a plan for recycling documents that are no longer needed.
For many offices, the goal of a paperless office is a worthy one. Once a plan is in place and the software is installed, set a date by which you will implement the changes. Many employees find the convenience of electronic files worth the effort.
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.
Reduce the paper other businesses send you through the mail. Change to electronic bank statements and use online billing. Instead of sending paper checks, pay invoices electronically and use direct deposit for employee payroll.
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.
Use an online fax service to eliminate the need for printing and faxing documents. These services allow you to send documents directly from your word processor. Incoming faxes are directed to your email in-box where they can be stored in the appropriate electronic file.
Group presentations can be done using electronic files instead of sheets of paper. Eliminate the need to ask everyone to turn to the goldenrod page. Some programs allow the participant to use a smart-phone to make notes directly on the presentation material for later reference.
In preparation for the change, be sure the data is regularly backed up. While most locations are already taking care of electronic media in this way, be sure to check. Work with your IT department to ensure the plan is in effect before the planned date for the switch. Ensure preparations have been made before the change.
It may be impossible to eliminate all paper from a business. In many locations, there is a requirement that original notarized documents require non-electronic signatures. However, it is possible to reduce the number of natural resources used by establishing a plan for recycling documents that are no longer needed.
For many offices, the goal of a paperless office is a worthy one. Once a plan is in place and the software is installed, set a date by which you will implement the changes. Many employees find the convenience of electronic files worth the effort.
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 going paperless, she recommends you check out Docufree
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