We know what you’re thinking… “How could you possibly run a business without having any physical records”? Briefs, contracts, invoices, billing statements, travel itineraries, tax documents, portfolios… there are so many aspects of work that have always been dependent on paper documents! Despite the seeming impossibility of the task, it is possible to reduce the amount of paper you need to effectively run your office.
For some of you, it might not be realistic to go completely paperless, but there are ways to limit the need for traditional documents. Some of the solutions are easy to implement while others might take a little more effort. Today’s work environment is becoming more and more digital. Which means there’s an ever increasing amount of solutions that can help you reduce your paperwork and make your office less cluttered and more productive. Here are a few steps you can take to put you on the path of going paperless at work.
Start Converting Old & Current Papers to Digital Files
The first step to going paperless involves addressing the piles and files you already have. Tax records, old invoices, insurance policies - these all add up over the years which means you probably have filing cabinets full of paper. And it might seem like an insurmountable task to convert all of them into digital format.
Unfortunately, there is no magic wand that will instantly convert all of your old documents to digital. If you want to get rid of all the old paper, you’re more than likely going to have to scan them. Fortunately, however, there are apps and programs that make the process easier. For example, TurboScan allows you to quickly convert images captured with a camera into PDF documents. If you don’t want to do it yourself, there are even companies out there that offer bulk-scanning services.
Continue Creating, Organizing & Storing in Digital Format
After you’ve converted everything you need into digital format, it’s time to determine your plan for ongoing digital organization. How are you going to create and distribute documents that used to be on paper into digital documents? How do you plan on organizing and storing your new digital office documents?
Services like Google Drive and Office 365 are popular solutions for creating, managing and sharing things like written documents, spreadsheets and presentations. As for long-term storage of your files, you could look into putting all of them on your own servers, but doing so will eat up a lot of your storage space. There are tons of cloud storage options that will help you save hard drive space. Box is one example that allows you to store all your digital files in the cloud. The nice thing about a lot of these services is they allow you to restrict access to certain files and allow you to share them both internally and externally. Filtroe also offers great solutions for making things like invoices, receipts and shipping confirmations completely paperless.
Will it be possible to completely transform your office into a paperless environment overnight? Probably not. But if you start with these steps you’ll be well on your way to eliminating paper from your work experience very soon!
Interested in our free tool for going paperless? Sign up for Filtroe today and take your first steps toward going paperless at work.