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.
Take steps to reduce the amount of mail you receive. Ask that companies no longer send catalogues. Switch to electronic banking and pay bills online. Use electronic banking to provide direct deposit of your payroll to employee's accounts.
Files can usually be stored electronically as well. Over time, this becomes much easier. While you may want to consider scanning older files for storage, many experts recommend leaving them as they are unless you must access them on a regular basis.
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.
Choose a program that allows materials from group presentations be stored on the computer of each participant. This eliminates the need to create large packets of PowerPoint documents. Some of these sharing programs allow the employee to add notes using a smartphone, tablet or laptop at the presentation.
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.
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.
Take steps to reduce the amount of mail you receive. Ask that companies no longer send catalogues. Switch to electronic banking and pay bills online. Use electronic banking to provide direct deposit of your payroll to employee's accounts.
Files can usually be stored electronically as well. Over time, this becomes much easier. While you may want to consider scanning older files for storage, many experts recommend leaving them as they are unless you must access them on a regular basis.
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.
Choose a program that allows materials from group presentations be stored on the computer of each participant. This eliminates the need to create large packets of PowerPoint documents. Some of these sharing programs allow the employee to add notes using a smartphone, tablet or laptop at the presentation.
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.
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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