Switching to a paperless office can increase efficiency, cut unnecessary costs, improves organization and helps the environment.
A digital workflows allow us to retrieve documents quickly, share information instantly and cuts down on a lot of paper clutter. That’s a win for everyone.
Here are 5 ways on How to Go Paperless at Work:
1. Implement Digital Document Management Systems (DMS)
You can start using a secure DMS to store, organize, and retrieve files electronically. Some of the more popular ones include Google Workspace, Microsoft 365, and Dropbox. These can store large amounts of data and you’re able to share these files easily with co-workers. You can also search for documents in these programs. With this type of system, you can reduce the need for physical file storage. I use Google Workspace and Dropbox for my workflow- it had made my life so much easier!
2. Move to E-signature Solutions
Are you currently printing documents to get signatures? Start using electronic signature platforms like DocuSign or Adobe Sign. These tools are legally recognized and allow documents to be signed and shared digitally, eliminating the need for printed contracts and forms.
3. Scan and Digitize Existing Paper Documents
This takes more time up front, but you’ll be thanking yourself later. Once you take inventory of your files, you will see that you might need only a small percent of that paperwork for reference, etc. Take the time to convert important paper documents into digital files. Use a high-quality scanner to ensure clarity, and organize them in your DMS for easy access.
For ongoing scanning, you might consider getting a multifunction printer with a built-in scanner to keep digital backups of any incoming paperwork.
4. Encourage Digital Note-taking and Collaboration
Sticky notes and notebooks can be replaced with apps like Evernote or Microsoft, or OneNote. These platforms allow easy note-taking and sharing across devices.
When you are collaborating with your team, resources like Slack, Asana and Trello can keep track of tasks without needing physical planners.
5. Go Paperless with Billing and Invoicing
This one is probably the most important. Moving from paper invoices to digital invoicing and billing systems can save a lot of time and money. Many accounting software solutions like QuickBooks, Xero, or FreshBooks provide digital invoicing, payment tracking, and receipt management.
Moving to a paperless billing and invoice systems also means that clients/customers will need to make the shift as well. This will require them to make online payments, and get their receipts via email.
The Implementation-Things to Consider
If you are self-employed, then implementing these techniques will be so much easier. When you have a team, it’s necessary that everyone is ready to make the change from paper to paperless. You will also need to make sure the correct systems are in place and that team members are set up with these programs.
Have a plan so there are clear objectives and realistic timelines. Assign responsibilities so everyone’s on board and knows what they’re doing. Making the transition smooth is all about planning ahead and having open communication. Your team is more likely to make the change with a good attitude if they are not caught off guard.
Summary-How to Go Paperless at Work
It is possible to transition to a paperless workspace/office through a digital document management system, getting electronic signatures, scanning existing paperwork, moving to a digital notetaking, and implementing a paperless system for billing/invoicing.
This may be a lot of work up front, but using metrics, down the road you will see a boost in productivity and how much time and money are saved from having a paperless office.