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Benefits of a Paperless Office

Benefits of a Paperless Office

Coffee, Office, Work, Iphone, Communication, Mobile paperless
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Paperwork is part of every business regardless of the industry. Every single thing done, discussed, or tried is all documented. The longer a business runs, the more paperwork is piled and the more room is required to store it. Eventually, there is the need to clear out some paperwork to file new ones. This process can be daunting, but as we continue to embrace technology, more solutions are provided for simple business problems like this.

A paperless office is now the new practice that most industries implement to minimize the need to stack papers in a physical location. But going paperless not only saves you from renting a space but also offers more advantages than you could think of.

Businesses are not the only ones who benefit from a paperless practice, employees and customers are affected by this too. This doesn’t mean that you have to go 100% paperless. You can convert some parts of your documents to digital files and maintain others as is, such as providing receipts or so on.

What Happens if We Go Paperless?

Sustainable Future

Paper products are one of the most common trash in the landfill. Paper when not disposed of well can produce greenhouse gases. In addition, manufacturing new paper can cause deforestation which eventually leads to global warming. Although recycling is an option, it still is not enough to combat the issue.

One solution that businesses can contribute to the growing environmental issue is to go paperless. Businesses who are willing to embrace technology and leave behind some traditional practices can move into the future with ease.

Furthermore, as the younger generation values sustainability and eco-friendly practices, they are more likely to support businesses with the same values. Besides attracting customers, going paperless can bring in qualified job applicants who want to work in an environment that supports sustainable practices.

Better Security

Data security is a valuable part of running a business. It’s not only to protect themselves from losing their business but to keep customers’ trust and maintain their credibility.

Businesses that have physical documents need to lock up their offices and add more security to keep the files safe. It’s a more expensive practice than choosing a digital approach. In addition, it will be difficult to track if files are missing.

Moving your documents to the cloud gives you the flexibility to check on your files anywhere and anytime. In addition, the cloud server provides bank-level security that prevents your files from being hacked. You don’t even have to worry about security maintenance at all.

Furthermore, digital documents are safe in case a natural disaster occurs, because they are stored online, so you can retrieve them anytime.

Saves Time

Productivity is a culture that businesses adapt to get tasks done in the shortest time possible with great results. However, if minute tasks like filing, looking for a document, or organizing paperwork takes time, it can affect your employees’ productivity.

A paperless office gives employees extra time to generate revenue, collaborate on ideas, and even rest. Digital documents are easier to file and faster to locate. Your employees don’t have to sort through mountains of paperwork and they don’t even have to be at the office to look for a document they need. It even makes collaboration on a single document faster because everyone can view the file and there’s no need to wait for their turn to do their part.

Improves Customer/ Client Relationship

Besides setting an impression to your customers that your business cares for the environment, it also reduces the paperwork they have to fill out.

Customers appreciate the convenience of filling out forms at home and it only lets them sign one form instead of repeatedly doing the process.

If you have happy and satisfied customers, you are more likely to have a smooth flow of running your business.

Accept Payment Faster

If your business accepts credit card payments, you have to provide an invoice at some point. However, converting to a paperless office, you can opt for sending digital invoices instead. It’s cheaper and convenient for both you and your customers. It also indicates that your customers are to pay as soon as they receive their invoices.

You can send invoices via email or use software that can create, send, and track invoices. Also, it makes it easier on your part, since you receive payment online, you can easily transfer money to the bank at the convenience of your own home.

However, you need to remember that not all clients prefer an electronic invoice, so you must be flexible to cater to their needs.

Reduce Cost

Shifting from physical documents to digital not only means saving money from buying paper. You get to save money from buying ink cartridges, folders, filing cabinets, and storage space.

As your business expands, you’ll need more space and material for storage, which can be an additional expense. Going paperless can take away the burden of spending extra on materials and storage space.

There is no need to worry about reaching out to customers or clients as you can easily share with them an online form. They can fill out the form and get back to you at any time. So, you also save on postage costs.

Makes You More Professional

Customers often expect to get the best services from businesses they support. If you make your customers wait for a long time just to check on their files or ask them to fill out multiple forms, they’re not going to like it.

When you move your business to a digital approach, it creates this sense of professionalism. You build an image that you provide great service to your customers.

Available Backups

Sometimes you might accidentally throw out paper documents, then when you need them, you have no copy left. Unlike digital documents, even if you have deleted your file or there has been an issue with the computer, you will always have a backup copy.

Digital documents allow you to easily create multiple copies without having to start from scratch. You can copy and paste documents or sync them to the cloud.

Backup copies not only provide an additional copy when you accidentally delete them, but it’s also useful in case of ransomware attacks.

Faster Information Transfer

For collaboration to happen, sharing information is important among staff members. However, if ideas, information, and notes are written in different places, it will be difficult to share the idea.

Digital management software reduces messy setup to allow employees to collaborate and uniformly share information. Instead of waiting, everyone can jump in and work on a single document.

A paperless office offers plenty of advantages that can help the business grow and provide employees with more productive time. It streamlines the workflow without the need for additional space or materials. However, you don’t have to go 100% paperless. Your business needs to adapt to what your customers want and what is best.

Software for Your Paperless Office

Of course, now that you are planning to shift to digital documents, you need a software program that can help you. Here are the best document management programs you can use.

Adobe Acrobat Pro

Adobe doesn’t need any introduction at all. With years of existence, Acrobat has perfected the work of digital documentation. Acrobat Pro is just one of Adobe’s Acrobat series. They offer others such as Acrobat Standard and Acrobat Pro DC.

The Pro version is similar to the Pro DC, but the payment plans are different. Adobe Acrobat Pro costs a bit as it is a one-time payment, while Pro DC is a subscription plan. However, both support the creation of fillable forms, editing of documents, turning scanned documents into an editable format, and so on.

Evernote

If you need to take down notes or have a great idea, Evernote is the handiest tool to have. You can sync your notes to your accounts, save images, scan receipts or documents, store as much as you need, link to your Google calendar, and more. It also allows the export of notes to PDF files.

Kofax Power PDF

Power PDF is similar to Adobe Acrobat. They share similar features like editing files in any format, securing with signature, converting scanned documents to editable forms, and more. However, Power PDF doesn’t have a subscription plan and it is more affordable than Acrobat.

PDF Transformer Pro

PDF Transformer Pro allows you to edit or convert scanned documents from your Windows computer. You can import scanned documents into the PDF converter pro and edit them. Apart from that, it offers many options for converting or extracting certain parts of a PDF file. This tool also offers OCR, but it lacks several professional capabilities, such as the ability to immediately upload documents to cloud services and there is no Mac version.

PDFelement for Business

It provides unlimited features from creating PDFs like Word, converting scanned documents, batch processing, merging files, and more.

The scanned files can be edited and you can search for what you need in the content. Members who have access can annotate or add comments to the PDF file simultaneously. It’s a flexible document software that caters to various industries, from health care to publishing.

Conclusion

A paperless office is a new way to handle business. It drives more revenue as it allows organizations to reduce costs, boost productivity, and provide convenience to clients. Aside from that, your business can contribute to reducing waste in landfills, which accounts for one of the common greenhouse gases.

Slowly shift your business to adopting technology by going paperless.

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