The approach of the paperless office is increasingly the focus of media reports, but is hardly used in practice - especially not in small and medium-sized companies. It's not just about the time and money involved.
Paperless office can bring many benefits to your business
However, with just a few measures, paper consumption can be greatly reduced. SMEs benefit from flat hierarchies and flexible structures.
In the current article, we take a closer look at the topic of the paperless office, or "digital office" as it is also known. We will show you that the transition is much easier than you imagine. You will also receive tips for corporate organization, we will tell you the advantages of working paperless and describe the effects of successful implementation.
Technology is getting faster and faster
At a time when technology has pushed us to contact the world through our smartphones, it makes less sense that we still use paper in many of our daily activities.
Today we are Used to dealing with digital content (music, photography, TV series), but the digitization of documents is not yet widespread in the work and business environment. Nowadays almost all companies have access to computers and mobile devices, so why do we keep filling our offices with paper?
The main reasons for the continued use of paper lie in the challenges of dealing with change and digitization. Many people like to keep a physical copy of the documents they work with.
However, as your employees begin to eliminate or at least reduce the amount of paper used in the office or throughout the organization, you also improve processes increase productivity by digitizing the data, using paperless methods and thus reducing costs.
Especially in the currently difficult times such as the need for home offices Corona, it is very important for all companies to strengthen the competitiveness of the company by making it paperless or digital and ensuring that that employees can also work flexibly from home in the home office. Ultimately, the company must keep up with the digital age and realize the path to the paperless office.
Why should you reduce paper consumption in your company?
The paperless office is a goal that more and more companies are certainly striving to achieve and offers many benefits beyond cost savings and reducing a company's carbon footprint.
It is estimated that an employee who spends a total of two hours with documents uses an average of 10,000 sheets of paper per year (Federal Environment Agency data). For this reason, it is important to use solutions and tools that improve both access, management and localization of information. However, any change in the business process takes time and requires a gradual change in corporate culture.
In addition to the positive impact on the environment by reducing the consumption of business paper, the digitization of documents and company data offers many other advantages.
Digitization has a positive impact on the environment and many other benefits
The advantages of a paperless office
The following are the main advantages of a paperless office: p>
Optimization of all work processes
Thanks to the switch to a paperless office, you can be the first Take a step towards the digital transformation of your company.
Because thanks to the workflow solutions from you can further simplify and accelerate your business processes. They relieve the clerks by taking over a lot of complex routine work. Legal requirements that must be observed are integrated directly into the workflow.Flexible working, no matter where you are
If you digitize your documents, you can do it anytime, anywhere and with any device access the documents. This is particularly important if you have several branches, your employees want/have to do their work from their home office or have to issue approvals.
Massive cost reduction in all areas
Document digitization has a direct impact on your company's cost reduction, not only because you no longer buy as much paper, but also because you save on printer maintenance and the purchase of ink and spare parts.
Of course, this also reduces the costs for storage, i.e. files, folders, shelves, filing cabinets. Valuable space for storing paper documents is no longer wasted.The bottom line is that as soon as you use digital data, your employees work much more efficiently in the office and invest the valuable time gained in a sensible and targeted manner in the company .
The significant reduction in storage space through digitization and/or reduction in paper consumption leads to cleaner and tidier offices.Maximum security against theft and loss
Higher information security through the use of software with a database storage system. The security of digitally stored information is far superior to the security of documents archived on paper.
Be careful not to use a cloud solution in your company, because cloud-based DMS solutions and DMS software are a security gap.
Less stress through automation
With the transformation from manual to automated workflows, business processes are standardized and costs reduced. For example, workflow optimization can result in faster collection and a reduction in acquisition costs.
Payments of invoices are no longer forgotten, discounts can be deducted in good time.Reduce risks in business processes
Improve customer relationships
Digitization in your company gives customer relationships more depth and volume. This means that comprehensive data collection in business transactions with the help of big data, consistent linking of internal processes, reaction times within seconds, as well as personalized contact with a large number of customers at the same time and precise, extremely demand-oriented requirements planning will bring your company forward.
Digitization is on the rise in all areas of the company - not least in customer service. It would be a mistake for any company to underestimate this potential. If you do not want to lag behind the competition and even rush ahead of them, it is essential to deal with digitization in this area. Never before has it been possible to communicate more agilely and individually with the customer about their specific needs and wishes.
Internal transparency increases
Remarkable improvement in the working environment among employees
Companies that choose to digitize their documents through the use of suitable document management software receive great benefits in return, such as: p>
- More free physical space
- Faster document search
- Better organization of documentation
- Resulting in less time spent searching for documents and less stress leads.
- Sustainability and competitiveness
- Simplified communication and task solving
- Productivity of your company increases
- And the most important thing is - you are on the right way to a paperless office.
Avoid this mistake at all costs!
Especially for projects with Digitization is often met with great reluctance, as many companies are afraid that such a project will develop into a bottomless pit. The most common reason for this is lack of knowledge by the companies themselves and additional trust in incompetent software manufacturers who offer software that doesn't work. Many software manufacturers take advantage of the ignorance.
At this point, PaperOffice will be happy to help you with the implementation of digitization. Thanks to 20 years of experience in the field of document management and automation, PaperOffice can bring you working suggestions from practice and accompany you through the complete implementation.
Interim conclusion 1 / 3
Neither an IT specialist is required nor one trained librarian!
All you really need is
Sometimes the hardware is often already there, has more potential than before and can be used immediately.
By the way, there is a special article on the topic "Digitization of paper documents: 10 most important advantages", which reported on the advantages of general digitization:
The 10 most important advantages of digitizing paper documents: made easy with PaperOffice
Click here for the guide
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