WHAT TO CONSIDER BEFORE IMPLEMENTING A PAPERLESS SOLUTION Some organizations have more than their fair share of paper occupying the office. When businesses start to run out of room or lose track of important documents, it may be time for the group to convert to electronic workflow. Using document management software companies can greatly reduce the amount of physical materials congesting their offices, all while being more eco-friendly. However, making the jump to a paperless solution is no easy task, and sometimes requires a lot of time to execute. Depending on the amount of materials in an office, some organizations might immediately start second-guessing themselves when they see the true extent of what has to be done. However, businesses that stick with the process will be better positioned to face any unexpected challenges they encounter later on and become a lot more adaptable and mobile. What businesses should think about before making the decision There are many factors to consider before committing to paperless processes. While eliminating paper from daily procedures will undoubtedly save money in the grand scheme of things, some company leaders may be reluctant to invest in the initial startup costs needed to acquire the appropriate document management software, scanners and shredders, according to Forbes. It's important organizations think of all the money they waste every time an employee clicks the print button only to throw away the material later that day. Electricity to run the hardware, ink, toner and even the actual paper all adds up throughout the year. It's not enough just to purchase all the necessary tools to go paperless, either. Businesses have to guarantee their staff are trained to handle new equipment and establish habits that revolve around a more conservative approach to printing, added the source. People have to start implementing paperless practices into their everyday rituals so they don't forget to scan vital documents or accidentally throw away important bills. By making www.papersave.com
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eco-friendly initiatives a part of standard obligations, employees are more likely to act on such instructions so organizations can reap the maximum rewards from electronic solutions. Tips for going paperless When a business decides to remove paper from its office, it can't turn away from the choice. Doing so could cause a company to fall right back into its old ways. Organization leaders need to stick with their decision, even in the face of difficulty. Seeing just how many backlogged papers have to be scanned can be pretty scary, but if businesses establish a date to move forward from, they can focus their attention on all the papers coming in henceforth, asserted PC Mag. Once groups are caught up with the current influx of documents and records, then they can slowly start chipping away at older content when more time is available. If there are materials that don't need to be scanned because they are no longer valuable and never will be, businesses should just shred and recycle them to save digital and physical space. Going paperless doesn't mean a company has to convert every scrap of paper in the office to a digital file, added the source. It's not always easy to predict when a business will have some free time to do their scanning and shredding. If employees keep putting off the task, then that's how the system can easily collapse back into a confusing workplace with documents floating around everywhere. Organizations should dedicate a certain amount of time on a specific day once a week to handle as much scanning and shredding as they can. Particular staff members can be attached to the task so no one forgets one week and adds to the backlog. _________________________________ 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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