How Paperless Offices Save Time and Money
Ronald Monte | November 1, 2018
The motivation behind implementing a company-wide initiative usually ticks one of three boxes: it saves time, it increases profits, or it improves employee comfort. And when it comes to paperless workspaces, all three are covered. From the obvious to the more obscure, from employee relations to interoffice transactions, here are the benefits of making the switch, and how today’s technology means making it happen is easier than ever.
Streamline Internal Communications
When employees can collaborate digitally, they can keep all relevant notes, documents, and so forth in one place, as well as collaborate on a share file or program. Additional clarity also only needs to be given once, because everyone can see the specific task’s line of communication. No one has to wait for the printer or to be handed something. Instead, every potential piece of paper is in every person’s hand who needs it, and that includes any outside contractors you might have on the project.
When fewer things get lost in the shuffle or misunderstood, it not only saves a noticeable amount of time and headache, it reduces the likelihood of errors.
Speed Up Client Interactions and Payments
Quickly jump on a video conference call. Have a document signed and sent back as quickly as it takes to read through it. Receive payments faster and get transaction confirmations to the right people automatically. Depending on your industry, offering chat and call support can be hugely advantageous, and there are workstations that allow you to do both seamlessly and with the same level of effort.
Not only will your customers appreciate the quick, easy, and intuitive access to your services or products, paperless lines of communication keep client relations better organized. Using that data, you can better structure client pathways and transactions in a way that improves client attraction and retention. That is hugely valuable insight.
Digitize Mail, Bills, and Taxes
If you’re the owner of the business or share ownership responsibilities, you can do almost everything online. That means quarterly taxes too. The IRS has an electronic payment option that’s incredibly easy to use and just requires registering on the site, getting an employer access number, and then linking the account numbers for direct deposits. Hopefully, you’re already paying your utility bills online, and your long-term tech subscriptions are being paid for at the best possible rates (for example, yearly if it’s cheaper than monthly). It’s an easy way get instant confirmation that you’re paid up, have readily available receipts, and save time and money by not putting anything in the mail.
Access Everything More Quickly
Every transaction should be saved, encrypted, and organized in the Cloud. That way, it’s nearly impossible to lose track of it, and you’ll always have it readily available no matter how often your systems are upgraded. This eliminates the need for physical storage like file cabinets, as well as avoids running into hardware limitations. Besides, external hard drives cost money, take up space, and can be easily destroyed by water or impact. Losing valuable information can cost a fortune, and being able to access it quickly will save time. Having all of it in one place also makes employees’ lives easier – set special permissions on the administration side, and they can have instant access to whatever assets they need.
Boast a Greener Office
Setting aside what may be a personal want for a cleaner environment, there are reasons to go green that relate directly to your bottom-line. And it goes beyond reduced spending on one-time-use office supplies like paper, ink, and staples. That’s not to say those aren’t good reasons alone, but consider the pool of clients seeking out green businesses. In today’s political (and literal) climate, a certification from an independent, third-party environmental auditor can be used to attract new business. Tax write-offs and utility bill reductions can also save big money in the medium- and long-term. And, intuitively, being as paperless as possible is a baseline requirement for green certification.
Eliminate Cluttered Surroundings
In a digitally optimized office, the only papers you’ll have to deal with are from companies and clients that haven’t gone paperless yet. And that’s not a rare interaction, which is why workstations optimized for digitization will still include tools to instantly upload documents before sending them straight to the recycling bin. Reducing clutter improves organization, which has been shown to improve productivity significantly.
For example, the Cemtrex SmartDesk is a three-screen paperless workstation with a built-in scanner/document camera, which doubles as additional workspace when it’s not being utilized. The more all-in-one your area, the more freedom you have to work at your most productive.
A paperless workplace goes beyond paper specifically. It also applies to less in your way and fewer devices in need of connecting. The combination can decrease the margin for error while setting yourself up to get more done in less time (and at your highest level too).