For getting team buy-in for budget season example, you might permit the printing of contracts if a client specifically requests a hard copy, but not documents you want to keep for your own records. Of course, if you can cut out printing altogether, then removing the printer and fax machine from your office can easily cut out this activity. Go through your filing system and scan each document you need to keep so you can access these files digitally. Then you can set up folders on your devices or computer network and name each file so that it’s easily searchable. Some paper documents have been around for centuries and can still be read today. By contrast, some computer records from 20 years ago can’t be accessed at all.
Implement a digital signature solution
Or sign up for cloud based notes services so you can access your thoughts from anywhere. Some even provide the option for doodling or organizing thoughts with cool features like stickers and labels. Many business owners and employees take notes during meetings or client calls.
Online Tools for Customer Service
Going paperless is as much a cultural shift as it is a technological shift. Follow these tips to ease your workplace into becoming a paperless business. Additionally, you can scan receipts into your smartphone and import them into your bookkeeping software for expense reports or tax filings. If you’re serious about going paperless, these considerations and best practices will help you build the path to get there. The technology to do so has been around for a while, and it continues to get more affordable, easier to use, and feature-rich every year.
You can even delete contracts and communications that are no longer active from the cloud to save space. Bills are a different story, because you do actually need to receive the information. But almost every service provider now offers the option to pay online or over the phone. And doing so can help you cut out inherent risk vs residual risk those paper bills, envelopes, and checks — not to mention all the time you’ll save by setting up digital or automatic payments. You could try going « cold turkey » – dramatically cutting down on all paperwork immediately.
- With less space being taken up with document storage, you can make your office a better place to work.
- Our detailed guide covers everything you need from basic questions and advice to tips and even a template you can use.
- When choosing online tools, for instance, many tools handle files directly on your device.
- Start with a small team to test the scalability and feasibility of going paperless.
- Business.com aims to help business owners make informed decisions to support and grow their companies.
A paperless office saves space.
Paper documentation has been a major part of running a business for decades. And more and more businesses are considering going paperless to save money, stay organized, and help the environment. If you’re looking to trade in your paper documents for alternatives, here’s a guide. It also removes the hassle of having to physically store paperwork – and that can save you money at times when office space isn’t cheap. Now you can store all your business documents safely and securely in the cloud, taking up no physical space at all.
It’s been apparent for some time that paper-based document management and business dealings are expensive and inefficient. Evaluate how the 5 best accounting software of 2021 easily employees can access and retrieve digital documents. Analyze the financial impact of going paperless versus time spent on manual document handling. Measure improvements in collaboration and communication among team members.
Having clear objectives will be the backbone of your strategy.
Determine your most paper-wasteful culprits, and focus on them. Keep in mind that invoicing online might not work for every customer. You should have an option that allows customers to opt out of electronic invoicing if they prefer. Paperless systems can make pulling up customer information faster and more accessible.
In most cases, you should keep tax records from the past three years. Additionally, digital records are often sufficient if you want to save room in your file cabinets. Going paperless can have many advantages for you, your employees and your business partners.