When the concept of a paperless office was originally developed, it seemed like it could only be achieved at some distant point in the future when various technologies had aligned to make it a possibility.
Today, it is no longer just a pipe dream, but a prospect that even small businesses can aspire to. Here is a look at why you should go paperless and what benefits it will bring.
Convenience & cost-effectiveness
More than anything else, the practical benefits of embracing a paperless approach to doing business should be at the top of the agenda for any organization.
For example, it is far easier to share information internally and externally if all of your documentation and files are digital, and since services such as PDF Simpli can be used to convert these docs between different formats, the compatibility barriers of the past have been completely removed.
In turn this means that you do not need to spend large sums each year on printing paper documents or finding a place to store them; you can house them in the cloud and even sign them digitally. Even the staffing costs associated with filing physical docs will be minimized, while your existing resources will be put to use more productively.
Sustainability & marketability
Concerns over climate change have made many businesses rethink their policies and aim to improve their sustainability while lessening their impact on the environment. From carbon emissions to deforestation, a whole host of problems can be minimized by going paperless rather than persisting with the increasingly outdated practice of using physical documents.
The added advantage that the sustainability of a paperless office brings with it is the ability to advertise this fact to prospective customers and clients. If you are hoping to court a target audience that is in tune with the importance of eco-friendliness, being able to show that your business is doing its bit will go a long way.
The productivity benefits of switching to a digital-first approach to documentation are not just about allowing employees to share data more easily and collaborate on projects, but also to ensure that errors are picked up quicker and dealt with effectively.
Errors of all kinds are more likely to arise and persist on paper docs, so that everything from embarrassing spelling mistakes in press releases to incorrect figures printed on invoices can come back to bite your business.
With the automated approach to error checking that comes with working in the digital sphere, a whole host of problems can be put out to pasture.
Digital files are endlessly replicable and shareable, so as your business needs change and the systems you use evolve, you can squeeze more and more value out of the data at your disposal over time. The same is not true of physical filing solutions, which are stubborn and inflexible in the best of circumstances.
Looking forward, a paper-free future seems probable for plenty of businesses, so the sooner you get onboard with this idea, the sooner you will be able to exploit the advantages it offers.