Why You Should Switch to a Paperless Office
While it may not be practical to convert your office into a completely paperless office, with the help of dependable document management system and a well thought-out plan, it is definitely possible to make your office a ‘less paper office.’ In fact, not only is it possible, but it is strongly recommended that every organization – small or large, for-profit or not-for-profit – make this move. Adopting electronic document management brings with it several positive benefits for your organization…
A YouGov survey reveals that the UK’s small and medium-sized enterprises waste millions of pounds per day in revenues simply looking for documents! Sure, searching documents costs money. And if you have electronic document management software at your disposal, you need not walk up to those filing cabinets in another corner of the office. All you need is a few clicks and the document comes onto your onscreen! Add to it the tremendous savings in terms of recurring stationery costs and you begin to realize why a paperless office is the answer to the document management challenges faced by your organization. E.g. a law office receiving scores of faxes every day, instead of loading up fax paper, can choose to receive e-faxes right into its paperless office software like Globodox.
Time is a non-renewable resource, simply because we cannot rewind the clock. Productive time wasted looking for documents will never be regained even though you may have found that document you were desperately looking for. If you manage a paperless office, you can use the time you saved for more strategic activities. E.g. business development, skills enhancement training, designing performance management programs etc.
Document management software, being an integral part of a paperless office, helps you define workflows, assign privileges to roles and also make available documents that your teams will have to work with. As the workflows are clearly spelt out, communication gaps are bridged. This results in work getting done smoothly and improves the chances of departmental and organizational goals being achieved as planned.
Once you have moved to a paperless office, it becomes far easier to pursue your business expansion plans. If your firm has disposed of several cabinets full of paper based documents, you would have freed up several square feet of expensive real estate. Even if you hire more employees, you may not have to move out to a larger facility. This in turn would save you some of the recurring costs of renting new office space.
An electronic document management system helps you organize your documents systematically. This helps your customer support staff to retrieve the desired documents quickly and respond to queries speedily, resulting in an experience of customer delight. Done repeatedly, this translates into a “Wow!” experience for your customers. For any organization with a customer support staff, the quality of customer service becomes a product by itself in the long term. When product differentiators between competing brands are few, customers opt for those brands that are known to provide good service.
The paper manufacturing process contributes to polluting the environment and damaging the ecosystem. So long as there is a demand for paper, there will always be a supply. If we do not reduce our demand for paper, the environment could face a real threat. The key to stop this from happening is in your hands. If you switch to a paperless office or even a less-paper office by using document management software, your paper consumption will fall drastically. Your organization will have contributed to society in a constructive way.
In addition to the above reasons, here are some nuggets of information about paper from the Reduce.org web site that should inspire you to aim for a paperless office solution:
- The average office worker uses 10,000 sheets of copy paper each year.
- The United States alone consumes 30% of the world’s paper.
- The costs of using paper in the office can run 13 to 31 times the cost of purchasing the paper in the first place!
These were just a few of the reasons why you should switch to a paperless way of working. Globodox is a document management software solution that will help you manage documents electronically and derive all the benefits we discussed above.
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