The case for a paperless corporate culture is strong. By eliminating physical documents from files, for example, a company can create more space and reduce storage costs. By exchanging information electronically with suppliers and customers, it can make it quickly accessible—and more private and secure, through the use of encryption, passwords, and other security measures.
From a financial perspective, this improved use of resources and reduced waste can bring benefits to corporate finances overall, whether it translates into pure savings or simply allows the company to direct extra resources to add value elsewhere. In all scenarios, going paperless is an excellent strategy. Read on to learn more about it!
The paperless concept
Are we aware of how much paper we use every day? All communications we make with internal and external users require the signing of agreements, contracts, transactions, among others. It is common to accumulate all the signed documentation on our desk. In addition, we allocate a large amount of resources, such as printing, filing and destroying paper.
So, how can we achieve a paperless corporate environment? Why invest in a paperless culture? Well, the movement is betting on the digitalization of organizations . There are many reasons to invest in digital media, encouraging the reduction of paper use in our offices. Here are some of the advantages of paperless:
- security and reliability — digital storage allows you to have control over all information, knowing who and when accesses the documents;
- greater productivity — electronic document management speeds up information consultation and management processes ;
- resource optimization — digital storage avoids the costs of traditional processes, such as printing, shipping and destroying paper, among others;
- Closing deals — we can sign documents electronically from any location and mobile device, reducing the time to close deals.
Best practices for adopting paperless
While there’s no secret formula for success when implementing paperless culture, creating a cohesive adoption strategy, team support, using the right tools, and having a customer communication plan will definitely increase the chances of a positive outcome . Changing behavior is hard, but the practices we’ve outlined below are a good place to start.
Scan documents
When making the decision to go paperless, keep in mind how important a reliable scanning system is. By converting physical documents to electronic copies, you can keep important documents protected and archived for public or private access on your corporate network. Depending on the importance of the documents, you can either destroy the original or distribute the electronic version to interested parties.
Count on good management software
While simply going paperless is a big step toward streamlining your business, you shouldn’t stop there. You can increase your office’s operational efficiency by adding management software, which can provide the following benefits:
- faster access to all your files;
- easier document organization;
- automated document management;
- ability to access your documents from anywhere .
Invest in employee awareness
Perhaps the most critical success factor is getting buy-in from your team. Most people don’t like change. In an industry made up of people with many years of experience with established procedures, it can be especially difficult to see the potential for how going paperless can improve efficiency.
Allowing staff to participate in the process will lead to better understanding and ownership of the transition. All internal stakeholders should understand the purpose behind the transition and the benefits it brings to the company. Securing buy-in from both internal staff and external stakeholders will help facilitate ownership and drive the transition forward.
Use cloud computing
We can organize and handle all of the information in one place by keeping papers in the cloud and managing them there. In addition, it improves internal communication and increases productivity.
With cloud platforms, you can access your files, data, and information from anywhere — all you need is a compatible device and a password. The cloud is one of the biggest steps toward a paperless culture, and as security concerns become more stringent and employees have more confidence in the system, its benefits are starting to have a real impact on businesses like international banking, accounting , and finance .
Use digital certificate
When a company starts working electronically, it needs to operate with a digital certificate that gives it credibility on the network and allows it to work with complete security and peace of mind. In addition, it is advisable to centralize the certificates so that they can be controlled, preventing possible identity theft or cyberattacks.
Tell your customers
Once you’ve switched your current documents to electronic copies, you can’t stop there. Tell your clients about the digital switch you’ve made. Be sure to send an email addressing any security concerns and informing them of all the benefits they’ll get from the change.
It would be beneficial to introduce children to electronic sharing as well. Your firm may save even more time and money if its clients sign papers electronically using a computer or phone that they share with you digitally from their homes.
Make sure your clients are familiar with the version of electronic sharing software you choose—email, online, etc.—and be willing to answer questions and provide tips to make the transition easier. Any tips or help will let them know that you care about their success.
One of the most important steps to going paperless is to introduce your customers to e-signature services. This will help your business keep its systems consistent, efficient, and organized on your computer.
Every year, more and more businesses are moving toward a paperless workplace as new technologies are developed to enhance electronic communication and data storage. Taking steps to reduce paper use can help your business be more efficient, increase the level of security for valuable information, and ultimately help protect the environment.