IMAGINING A FUTURE WITH FULLY INTEGRATED DOCUMENT MANAGEMENT SOFTWARE Just imagine - you did all the hard work required, and a document management software has finally been implemented in your space. The file cabinets are gone, the copier a mere memory, and the printers? You forgot they were ever even there. Your office has become completely paperless and your staff's electronic workflow is better than ever. How did you manage to pull it off?
For those of you who dream of a future like this, the road to a paperless office is simpler than it may seem. Follow these basic practices to go from drowning in files to filing in style with paperless document management. This could be your reality a lot sooner than you think. Pre-planning The best thing to be armed with when going paperless is a great electronic document imaging system and an even greater project manager. Once these two necessities are secured, you'll begin to see results right away - a manager who knows the ropes will make sure that the other important factor falls into place. From there, a rollout plan should be established down to the most minute factor, detailing the timeline on which things like training, scanning, organizing the infrastructure and disposing of old equipment will be performed. It may seem like a lot, but a quality plan will ensure that document imaging workflow is introduced to the office in a logical, productive way so as not to disrupt the ordinary pace or scare employees off the technology altogether.
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Implementing with grace Next, it's time to make things happen. Once staffers have been appropriately briefed on the timeline and company goals for implementing the new paperless system, the ball can start rolling. Employees should consolidate their existing files and get rid of unnecessary paper before submitting their materials to be scanned into the document management software. Throughout the rollout process, project managers should keep all pertinent office members updated on the progress of the project, and let them know if there are any delays in implementation. Discussion can begin about what to do with all the newfound office space that used to be consumed by copiers and stacks upon stacks of paper, opening the possibility of new workplaces or meeting rooms. Snack machine, anyone? Post-implementation Once a plan has been fully rolled out, an office's work is not yet done. In order for the infrastructure to be sustainable, workers must remain diligent in keeping their files organized, making use of their system's many sharing and collaboration applications, and really ingratiating the paperless cloud into their daily work routine. All too often, longtime employees find it easy to inadvertently fall into old habits and begin to drown in paper again - save your staff the trouble and have project managers check on the system's success rate until it feels like a natural part of the office! A functional paperless office is never out of reach - all it takes is a little perseverance and a lot of organization, and this could be your fairytale ending. _________________________________ 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: paperless office, document management software
www.papersave.com
marketing@papersave.com
877-727-3799