Is that desk of yours buried in papers? Are shelves stuffed with piles of documents? Is there barely enough space for the keyboard and mouse? What about that cup of coffee or tea? If your desk looks like a bomb went off on it, then it may be time for a paperless office.
This move can streamline your business, if not to maintain your sanity. Going to a paperless office is a no brainer business move. It will save time, space, and, most importantly, it will save you money. There is also a gain in flexibility that allows for a more mobile workforce. Your business also does its part in moving to a “greener” environment-friendly operation.
So, if you are ready to get with the 21st century and save some trees, then consider these four steps:
Exploit the Cloud for Storage Space and Search
With cloud storage, you can easily upload, view, and edit documents. You can set permissions for access to those documents such as:
- no access
- read and write but no delete
- full permissions
Any of the fore mentioned will provide the ability to locate your digital files quickly. They allow for the use of search features, and you will not have to recall if filed by name, subject, or category. All you need to do is enter whatever you are looking for and allow the system to find it. Then just share, update, or email the file as necessary—no more wasted space taken up by filing cabinets or archive rooms.
You can now have clutter-free workspaces and room for more workspace. There is also the benefit of lower overhead on printing supplies and the need for less office space.
Having a paperless office also allows for a more mobile workforce. Digital files in the cloud will enable the workforce access to the documents and files when on the go or a client site. It also allows the workforce to work from home or alternate locations.
This ability to work remotely saves even more on overhead and increases employee satisfaction. Access to files is secure and available to authorized folks at any time. Your people will be able to use any device from anywhere.
Provide Instruction Throughout the Business
Set up continuous training to guarantee that all employees are on top of things under the new system. Train them not only how to use it, but the way you’d want things accomplished. Now is the time to establish standards for the file and folder names.
Set new collaboration rules and security procedures. Long-term implementation will necessitate collaboration from employees at every level of the company. Training for all your business is going to go a long way on the path to success.
Scan the Necessary Documents for a Paperless Office
The transition to a paperless office requires a step back. Often, a business needs to scan existing paper files into digital. This scanning is so they can upload them to the cloud storage.
Several of the business-class multifunction printers provide double-sided feed scanning. This double-sided feeding allows the rapid digitization of documents into the system.
You then can then dispose of the paper per your business policy. As an alternative, you can acquire special scanning equipment.
Focus on Backups
The most effective way to prevent losing valuable files is a robust backup system. This robust backup includes routine off-site backups. Consider backups an extension of the insurance policy. Data will be readily available and undamaged when necessary. Make use of your backups to address any problems quickly as soon as they arise.
Conclusion of 4 Easy Steps to a New Paperless Office
Now, keep your new paperless office and files neat, maintained, and secure.
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