More companies are going paperless, using programs like Evernote, Google, and Google Workspace to organize their files.
While it’s tempting to still cling to your file cabinets and binders of paperwork, there are more benefits of going paperless than you might realize.
Here’s why you should consider going paperless this year and how to do it right if you decide to make the switch.
The Benefits of Going Paperless
Increase Efficiency and Productivity
Paper administration in a business is inefficient. It takes up valuable hours for employees to print, file, and organize.
However, going paperless makes it much easier to organize your business. This way, you will have a centralized database to access your data. You’ll also offer 24/7 worldwide access to anyone you choose, making it convenient for employees and clients to gather data when they need it.
Decrease Risk of Security Breach
Working with sensitive papers can be a real security risk. If they get marked, lost, or stolen, this can cause huge problems for your business. By moving to paperless, you can avoid these risks and back up the file as many times as necessary.
Going paperless is one of the best ways to increase your company’s eco-friendly policies. Businesses are switching to paperless solutions and significantly lowering the rising atmospheric carbon dioxide levels– not to mention reducing the 40% of lumber used to make paper.
The average cost of filling a filing cabinet is $25,000, and yearly maintenance can cost as much as $2500. Going paperless also saves money on both storage space and on administration.
A Step-by-Step Guide
1. Prepare Your Team
If your team has been using paper for a long time, going paperless might initially be a shock. So try and prepare your team months in advance for the switch. Listen to their concerns, and try to answer as many questions as possible about how the transition will work.
2. Expect a Learning Curve
Once you’ve chosen software, you’ll want to start training yourself and your team on how to use it. Creating a good workflow is key for making the change over a smooth one. You can use Google Workspace to help you organize your team and projects.
Using Evernote to scan and organize documents is easy since this software is designed to be user-friendly. However, you may experience a bit of a learning curve when using this program for the first time. So, plan for some trial runs. Read this blog post on Evernote.
3. Share With Clients
As with your team, your clients will be used to your business working in a certain way. So, let them know about your new paperless process and how the new system will impact them.
There are so many benefits to going paperless. It’s more efficient, eco-friendly, and secure, and with programs like Evernote, Google, and Google Workspace, the transition won’t be difficult. We recommend planning months in advance for the smoothest transition possible.