Reducing paper use is a great step to take for the health and recovery of the environment, and it can also help a business run more efficiently. Decreasing office waste benefits the surroundings just as much as it helps the business and employees by optimizing the workplace and saving some money.
Phasing out paper used to be a fictional notion, but now that technology is already in our hands, here are some steps your office can take to go paperless.
Save on storage
Important documents need to be stored for later reference, but when years and years of documents are stored in one place, the number of filing cabinets can make the space feel cramped. Storage of paper takes up a lot of space, but if they were digital records, all that would be needed is a room with a computer and a storage drive. If the computer runs out of space, buying more memory would not take much more physical space than it already does.
The process of making a digital copy of many old files can be expensive and time-consuming, but as a preemptive measure, small and new businesses can acquire a digital scanner as part of the office system and optimize their space accordingly without having to invest in paper storage in the first place.
Save on time
When an employee digs through a filing cabinet, there will always be some time lost because of how much material there is to sort through. Rather than physically retrieving the documents each time, digital filesharing will make retrieving documents less time-consuming. In a paperless office, time spent going through files is saved by search engines that instantly bring up files based on relevant keywords or details about the file.
Use the cloud
Digital storage can be further optimized by uploading the data to a cloud storage service. This way, if an employee needs to access a certain file while away from the office, they will be able to get what they need as long as they have internet access. These files will be secured and need the credentials of the employees to grant them access.
Reducing paper use can be as simple and straightforward as taking digital notes during meetings or utilizing social messaging applications. Phones are such widely used devices, and the technology available has many practical uses in a workspace. By tapping the existing systems in place through phones, a paperless system could be made very convenient and easy to implement. The savings from using less paper can be used on other essential office supplies, and work can be streamlined.
Of course, implementing a shift to being paperless will take time. Going paperless in the office is also a team effort, which means that you can establish a timeline for the transition and what the goal for your office is. Each employee must commit to following the procedures and guidelines for reducing paper use in the office, but it is definitely worth doing if it is attainable for your office.