HOW TO MINIMIZE PAPER ON ALL FRONTS AT A BUSINESS Businesses may use more paper than professionals realize. Whether it's disposable plates in the break room for lunch time or reference books located in every cubicle, there are always ways in which an organization can cut down on the amount of waste at work and resources used. Companies may be able to buy glass dishes or e-books instead of paper copies, but how are they supposed to manage the seemingly endless amount of documents cycling in and out of the workplace? Business owners can turn to document management software as a way of converting materials used in daily operations into electronic files instead. Maximize savings whenever possible If groups wish to see the largest impact on their processes by adopting paperless solutions, they must ensure they fully understand the costs of inaction. The best way for organizations to get a clear idea of how much they risk losing by continuing to use paper in almost every task is to establish a reference point for the overall prices across all departments, according to Global Stewards. By factoring the costs associated with using paper, companies can determine the expected financial savings if they choose to implement a green initiative. The goals for such a plan need to be clearly conveyed to everyone in the office so there's no confusion as to which aspects of the business will be affected. IT departments can be a large part of the process by working with employees to identify any possible areas where printing can be eliminated from standard procedures, insisted the source. Digital solutions can easily substitute many day-to-day applications and, in some cases, even improve performance and results by expediting operations. IT workers can also adjust all of the settings on the hardware personnel frequently use in the office to ensure the least amount of ink and paper are used. However, not all of the paper used by businesses stay in the workplace. A lot of materials are often sent through the mail to customers, clients, banks and a host of other recipients.
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Many of these operations can be replaced with a paperless solution that offers a better use of resources. Even the average small business consisting of 10 employees uses an estimated 58 pounds of paper every year while conducting payroll, reported Yahoo! Finance. Checks, statements and envelopes can add up over time to cause a significant drain on companies that a paperless payroll answer could prevent. If organizations take into consideration the amount of greenhouse gases used to deliver the checks as well as those caused by workers traveling to the banks to cash them in, the positive effect on the environment could be significant. Moving beyond traditional paperless processes Businesses can do even more to discourage paper waste in the office beyond implementing paperless document management. Moving printers and copiers further away from where employees sit in the office might make them think twice about unnecessary printing, asserted Global Stewards. If these machines break down over time, groups shouldn't replace them if they can help it. By limiting the amount of devices capable of printing, the options can become a luxury rather than a standard. Any boxes or large envelopes that come to the office can be reused for deliveries instead of being thrown out or recycled. This can aid companies in reducing costs associated with paper as well as provide them with some necessary business tools. Businesses can dedicate a small room to store the collected materials and maybe even make the copy room double as storage for the recycled paper. There should be bins dedicated for papers that can be reused as well, such as those with print on only one side. While these copies can't be applied for integral business operations, they can be used for the more menial tasks. _________________________________ Ready to kick your paper habit? Register for an upcoming webcast! Learn More about PaperSave: Case Studies | Demo | News and Events | WhitePapers | Webinars | Videos | Contact Us Tags: electronic workflow, Industry News, paperless office, document management software
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