We all got to know it with Corona at the latest: remote working. But that's not the only reason the paperless office is so hot. In general, the switch to digital documents helps us share information better than on paper. This is true both within the company and in contact with customers. And by the way, saving paper is also sustainable.
Paperless office: advantages versus weaknesses
If you save paper, you save on printing and shipping costs. That's good for the environment and good for business. Because digital documents can be accessed on the go. You can't misplace them or lose them. Paper notes often remain on the desk. Job slips or the bill signed by the customer can also get lost on the way to the office.
Sounds too good to be true? It isn't. But there is one catch: the changeover.
We all tend to be very attached to our habits and routines. These need to be changed and, in addition, the employees in the company also need to be convinced. To do this, you first need a good boost of motivation to get started and then also a great deal of discipline to persevere. Maybe some new devices like tablets and scanners have to be purchased. Then there are software licenses and the testing of new apps.
In short, the switch to a paperless office costs time, nerves and money. Nevertheless, it's definitely doable. Here's how to make it as easy as possible for yourself in the beginning:
Do's and don'ts for the paperless office
Tip 1: Perform an actual-target analysis
First, you should make an inventory to find out where a lot of paper is used and where digitization can be started. Ideally, individual documents should be captured in digital form at the end.
Tip 2: Buy the right hardware
To store your files in digital form, you need tablets and smartphones instead of folders. A good scanner is also indispensable. It helps to digitise not only documents but also letters and invoices.
Tip 3: Acquire a cloud system
Filing and filing have finally come to an end. Instead, you can store all your important documents in the cloud. Instead of your own server, you can choose between many offers, for example Dropbox, Google Drive, iCloud or Onedrive, to name four well-known providers. They charge slightly different prices and provide various additional features. However, the core is the same for all of them: The documents are collected globally and can be accessed by the entire workforce on the go.
Tip 4: The right folder structure
From the beginning, your filing system should follow a logical, simple and clear structure. This also includes a clear strategy for naming the files. For example, the title should include the date, Job and customer name. It is your responsibility to ensure that everyone adheres to the filing system.
Tip 5: Take notes
The most popular apps for taking notes are Microsoft Office 365, Google Docs and Co, Notes on IOS. Apple offers Goodnotes for the iPad Pro, just like a regular tablet, this also works with pen and character recognition. Other options are Notion and Evernote, which also provide databases and keywords for organizing notes more precisely.
Tip 6: Communicate and collaborate in the paperless office
Once the information has been captured and stored digitally, the question now arises: How do we communicate about it? Currently, the most popular tools for this are Slack and Microsoft Teams. Both solutions are available as free versions. This is certainly sufficient for the initial test phase. In the long term, however, you will certainly have to reckon with license costs in Job to be able to use the functions to the full.