Monday, December 20, 2021

5 Ways To Move Your Company To Paperless Operations

Did you know that 50% of business is paper waste? 

And much of this waste ends up in landfills and pollutes our soil and the air we breathe? Or does it take 10 liters of water to make A4 paper?

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By making your company paperless, you can make a significant contribution to the health and longevity of our planet, as well as reduce your costs. Needless to say, you will reduce the clutter around your office and step into the digital future.

Let's take a look at five ways in which you can make your company paperless.

Hold paperless meetings

Company meetings - presentations, lots of paperwork in minutes, a waste of everyone's personal notes.

Instead of scrolling through the highlights of your presentation and letting everyone write their own notes, choose a virtual presentation that you can share with all participants. You can select team members to take notes on the laptop during the meeting and share the file with everyone.

Educate your employees about the importance of paperless travel and why they should not use notepads in their meetings. Some people may find it difficult to adapt to this new approach, but with some education and guidance, they will be able to overcome the initial pushback.

Stop sending physical mail

Many companies are already reducing the amount of mail they send, with most of them opting to communicate via email. However, there are still some things you can do to further reduce your paper trail:

Choose virtual holidays and other popular cards instead of sending them by mail.

Create digital brochures and catalogs instead of prints.

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Do paperless billing and invoicing. Ask all the companies that send you their bills and receipts and ask them to do it digitally and for their customers.

Always use an electronic calendar instead of a physical calendar. There are many apps available that can be synced across all your devices, make sure you stay up to date.

Scan all your existing documents

You may already have an extensive paper collection in the office—which you absolutely don't want to throw away.

Before you recycle all your company documents, digitize them with a scanner (which may take longer, but maybe of better quality) or a phone app that can convert images to PDF. Before reusing it, make sure you haven't broken any sensitive documents, as you don't want to jeopardize your company's security.

Same for all your internal manuals and procedures. You don't need to format them on paper – you can scan them and store them in the cloud, ensuring proper access to the right people.

When considering digital, make sure you invest a lot of time, effort, and resources into security. Depending on whether you store your data locally or remotely, you will need to rely on secure servers, firewalls, and other security measures.

Use eSign for all your documents

You no longer need to print out a whole host of documents for signing contracts and contracts. Instead, you can sign up electronically for your contract and for your credit card transactions through various POS systems.

E-signature is completely legal. Plus, the fact that you can sign your documents on virtually any device and you don't need to go to a physical store or office to do so, makes them incredibly practical.

You can ask your customers to do the same, saving you more paperwork in the process.

Digitize all your forms and workflows

Forms on Fire can help you digitize all your paper forms and enables you to use a phone or tablet to keep your work pressure against pen and paper. We offer lots of integrations to make sure you never have to worry about accessing data stored elsewhere.

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From data and statistics to Google Maps images, you can work with any data set you already have access to.

We also offer a unique mobile form solution that lets you collect and send data online and offline on any device of your choice using our no-code mobile form designer.

Sum it all

Going paperless is definitely the way of the future and we all must admit that we are not used to it yet. Hopefully, our five tips will help you find the most hassle-free way to convert and get rid of all that unnecessary paperwork in your office.

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