Create paperless office! – Is that possible?

Paperless office – what exactly does it mean?

A paperless office is nothing more than a workplace where the creation of documents in the traditional way is reduced to a minimum and replaced by digital documents. A “paper light” approach is also often used, which involves minimizing the use of paper in offices which, however, cannot be completely eliminated due to industry specifics and process or compliance requirements.

The above approach, while not eliminating paper completely, is largely helping to accelerate the digital transformation in offices. In fact, it often looks like businesses are moving to an electronic system for managing documents, which are digitized and stored in a central repos.

What are the benefits of going paperless?

U.S. corporations spend more than $120 billion a year on paper forms alone. A large portion of them become outdated after a few months and end up in the trash. What’s more, it takes a very long time for employees to search for documentation in cabinets.

Professions that require the most paper include; customer service, human resources, accounts payable and accounts receivable, and so on. Employees of the aforementioned industries have to cope with the problems created by working with documents – less work efficiency, and the owners have to expect high paper charges. Implementing a paperless system can address these challenges and bring additional benefits.

Save time spent finding paper documentation

Digital documents can be easily organized and indexed. Search functions provide express search for desired files. Time saved searching for files, employees can use in other, more productive ways.

Faster cooperation between employees

Employees can very quickly review the files they have uploaded and make changes or corrections to them. It is also possible to view previously used and edited files. As a result, cooperation is more efficient, without unnecessary time loss.

Enhance information security

In contrast to data written down on paper, digital data can be protected against use by the incorrect people and unauthorized changes. Detailed security settings can be put in place to keep track of what happens to confidential and sensitive data.

Paperless office – how to transform?

To change office operations to paperless, it is worth starting by choosing the right document management system that can and does store all information in digital form on a single platform and has integrated search options. The platform the company implements should meet specific needs and provide flexibility for changes.

Begin the transition to digital solutions

All participants in the digitizing process must be aware that this is the most demanding and time-consuming stage. Of course, the time required for digital transformation depends on the initial volume of paper documents. Depending on how many employees your company has, hiring a few extra people to streamline the entire process can be a great idea.

Change management

The key issue is to convince the stakeholders themselves about the transformational change. Presenting issues that will facilitate their future work and communication with colleagues regarding documentation will certainly encourage them to change.
Conduct trainings that will allow employees to calmly get used to handling new processes, and then get feedback from them to further improve the entire change process.

Every change takes time to implement. The most important thing is to set small goals and consistently pursue them.

References:

1. https://www.jotform.com/blog/converting-to-a-paperless-office/
2. https://www.hyland.com/en/resources/terminology/paperless-office