SHORTCUTS TO A FLAWLESS PAPERLESS OFFICE TRANSITION It's no secret that some remain resistant when it comes to moving into the future with paperless technology - people are naturally averse to change, and it may take some shortcuts to bringing a staff around to the wonders of document management software, even after management has seen the light. They'll thank you for the drastic improvement in electronic workflow, security and lack of clutter in the months to come, but here are some basic tips for the office managers who still have workers who are attached to the old, inefficient days of jammed copiers and piles of expensive, disorganized paper.
Provide capable training and continual support Any project manager spearheading a paperless project should ensure that their entire staff will receive in-depth training on how to make paperless document management work for them. Before old systems are removed, training sessions on the timeline of implementation, specific uses and organizational best practices should be organized to avoid leaving any employee behind, which would slow their productivity down in the future and ultimately sour them toward a highly useful office tool. As the rollout continues, ensure that there is technical support to field questions employees may have quickly, so that they can adjust to and understand electronic document imaging and begin to establish new work routines. In the meantime, make sure that all higher-ups at the company are practicing what they preach ITWorld blogger Paul Mah recommended that an office should begin to wean staffers off of paper technology as soon as possible, and make sure they follow those plans themselves. "Reduce the number of printers in your office by consolidating smaller, low-end machine with printers capable of higher print volumes at a central location," he added. "Without printers on
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their desks, employees are less likely to print frivolously; this has the added benefit of improving cost effectiveness." Remove all irrelevant equipment ASAP Neglecting to get rid of the copy machines, file cabinets and clunky printers of old will make it tougher for your entire staff to adjust - when their old tools are still in the building, what's stopping them from letting document imaging workflow elude them in favor of something more familiar? When the inefficient vices are removed from the building entirely, it makes a major statement to employees that not only are new, more effective systems in place, but that it's time to start using them. This will prompt hesitant adopters who struggle with document management software to then seek out the necessary technical support to better understand the technology, and the entire office benefits from additional space that project managers can convert into a new meeting room or even an employee lounge. Though it's certainly an adjustment, the prevailing opinion in the business sector is that paperless solutions are more secure and better for the environment, and that individuals are open to change. According to an infographic from Adobe, nearly 60 percent of small businesses surveyed would like to be more digital in their day-to-day processes - fortunately, paperless document management can empower them to do just that. _________________________________ 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
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