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.
One of the ways to make the reduction is to start sharing memos and documents electronically. Programs allow employees to all have input with ideas. Documents that must be sent to other companies are saved as locked PDF files to ensure they are not changed.
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. The more the business does this, the easier it becomes. If older files must be accessed regularly, consider scanning them for permanent storage. If they are not accessed regularly, consider storing them offsite until no longer needed.
Eliminate the need to print and fax documents with an online fax service. Such services send incoming faxes directly to the employee's email inbox, where they can then be saved to the appropriate file. Enable each employee to digitally sign any outgoing faxes.
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.
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.
While you can greatly reduce the paper used, you may still find a few items that cannot be stored electronically. For example, you will want to keep track of original notarized documents that may be important. However, you can eliminate much of the waste associated with doing business and conserve many natural resources by implementing a recycling plan.
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.
One of the ways to make the reduction is to start sharing memos and documents electronically. Programs allow employees to all have input with ideas. Documents that must be sent to other companies are saved as locked PDF files to ensure they are not changed.
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. The more the business does this, the easier it becomes. If older files must be accessed regularly, consider scanning them for permanent storage. If they are not accessed regularly, consider storing them offsite until no longer needed.
Eliminate the need to print and fax documents with an online fax service. Such services send incoming faxes directly to the employee's email inbox, where they can then be saved to the appropriate file. Enable each employee to digitally sign any outgoing faxes.
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.
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.
While you can greatly reduce the paper used, you may still find a few items that cannot be stored electronically. For example, you will want to keep track of original notarized documents that may be important. However, you can eliminate much of the waste associated with doing business and conserve many natural resources by implementing a recycling plan.
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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