(403) 210-2927    Get SUPPORT

OnSite I.T. Blog

Tip of the Week: How to Phase Out Paper

Tip of the Week: How to Phase Out Paper

Paper is expensive, but it’s not like you didn’t know that already. In addition to the costs that frivolous paper usage can have to your business, there’s also the environmental impact to consider. Making a few changes around the office can help to reduce your dependence on paper to conduct business, as we’ll review in this week’s tip!

How to Start Going Paperless
As with most elements of business, going paperless will require a little more than just taking it off of your vendor order forms. With a change to something so fundamental to the office, you have to be ready for whatever pops up, which means you need a step-by-step strategy to follow.

Step 1: Identify How Paper is Currently Used
The first step you should take is to identify how paper is being used, filed, and stored. Ask yourself:

Are unnecessary duplicates of data being produced, only to be disposed of? Are your file cabinets filled to bursting with copy after copy of a data set, with only incremental changes between each version? Are you sacrificing needed office space to paper storage?

Knowing the answers to these questions is the first step to creating a plan that eliminates these issues.

Step 2: Leverage Available Solutions
Naturally, in order to properly go paperless, you need to have something to take its place. Innovations in office solutions have largely eliminated the need for you to utilize very much paper at all.

Between digital signage, document scanning, advancing your equipment to allow for such processes to be adopted, and all the other solutions that assist you in going paperless, the initial cost may be considerable. However, the capital you are likely to save in the long run can help make up for it. This also allows you to leverage a cloud solution to store your documents, potentially allowing an increase in productive hours, and helping you to keep files organized and accounted for.

Furthermore, using the cloud and other digital solutions provides a higher level of data security than the antiquated physical document storage could. While certain rules, requirements, and user roles can be set to allow or deny access to certain cloud files, all it takes to access a physical document in a file cabinet is a simple key - and that’s assuming the cabinet was properly locked after it was last accessed.

Step 3: Engage Employees
Like any change around the office, the most important step is quite possibly to get your employees to use it. Remember, they have grown accustomed to doing things a certain way, which means that they are most likely comfortable with that method. To get them to make the switch with minimal resistance, you should not only patiently train them to use their new solutions, you should add some incentives to motivate them to embrace the changes.

Of course, you will undoubtedly encounter some resistance of some kind during your switch to paperless. All you have to do is stick to your guns and try to make the change as seamless as possible.

What other initiatives have you launched in your office? Tell us about them in the comments below, and if you’re interested in going paperless but need some assistance, reach out to OnSite I.T. at (403) 210-2927!

What to Do With Your Old Power Converters, Accordi...
Taking a Look Inside Android Oreo
 

Comments

No comments made yet. Be the first to submit a comment
Already Registered? Login Here
Guest
Tuesday, September 18 2018

Captcha Image

Mobile? Grab this Article!

QR-Code dieser Seite

Tag Cloud

Tip of the Week Security Best Practices Business Computing Technology Tech Term Privacy Cybersecurity Network Security Smartphones Malware Cloud Passwords Hardware Internet Hosted Solutions Wi-Fi Microsoft Communications Communication Data Android Managed IT services Ransomware User Tips Google Business Management Email Small Business Collaboration Software Network Efficiency Applications Browser Blockchain Innovation Employer-Employee Relationship Backup Productivity Saving Money Social Media IT Support Business Intelligence Mobile Devices Government Managed IT Service Computer Virtual Assistant Cortana Bandwidth VPN Marketing Data Protection BDR Hackers Information IT Services Cloud Computing Smartphone Cost Management Windows 10 Phishing Save Money Data recovery Data Management Patch Management Mobile Device Data Breach Excel Computers Router Wireless Charging Automation Business Virtualization Gmail Analytics Tech Terms Networking Wireless Internet of Things Remote Computing Artificial Intelligence VoIP Compliance Outsourced IT Data Backup Online Shopping Network Attached Storage Tactics Plug-In Specifications Paperless Office Dongle Movies Microsoft Office 365 Mobile Security disposal Voice over Internet Protocol Knowledge Processors Antivirus Connectivity Storage Apple Telecommuting Managing Stress Machine Learning Paper Managed IT Services Physical Security Backup and Disaster Recovery Telephony Password Proactive IT Conferencing Digital Access Control Law Enforcement Operating System Value Vulnerability Staff Apps Safety Streaming Media Dark Web iPhone Workers G Suite Business Technology Ink Reporting Tip of the week Laptop SSD Voice over IP Settings Gadgets Maintenance Remote Monitoring and Management Office Edge Microsoft Office Unified Communications Authentication IT Management Spyware Downloads Error Millennials Bring Your Own Device WannaCry Telecommute PowerPoint Medical IT User Tip Facebook Big Data File Sharing Holiday Battery Server Management Users Internet Explorer Analysis Content Filtering Office 365 RAM Authorization Database Amazon HP Websites Miscellaneous Trends Environment Hybrid Cloud Sales HIPAA Data loss Sports SaaS Twitter Microsoft Teams eCommerce Threat Managed Service Technology Tips Spam Cybercrime Workplace Tips Hard Drives Comparison Document Management A.I. Touchscreen Chrome e-waste Cables Tablet Hard Drive Virus GDPR How To IT budget Inventory Company Culture User Security Lead Generation Printing Server Disaster Recovery Two-factor Authentication Presentation Lithium-ion battery Regulation Augmented Reality Printers Tech Support Alert Wireless Technology 5G IBM Managed Service Provider Hacker The Internet of Things Productivity Budget Hiring/Firing Customer Relationship Management Competition Fun IP Address Website Customer Service Remote Monitoring Upgrade Mobile Office Quick Tips Domains Windows 10 Search Mobile Device Management Public Speaking