The paper to digital transformation for your office
Looking for ways to be a better business? We suggest starting by looking at your waste streams. For many businesses, it’s not practical to be 100% paperless (or there are certain regulations in place which prevent you from doing so) but for other offices, this is a very real possibility, if you can be brave to make the leap and change those habits. Here’s a few tips on managing the paper to digital transformation for your office.
Our technology-driven business environments are no strangers to embracing new software, social media channels or apps to help us be more efficient, but we can also use these to help with paper waste management across the business. For example, it’s very uncommon now to see a sign-up sheet at an event or conference – instead you just enter your details straight into a tablet or iPad to register or join a mailing list. Adopting to this way of thinking shouldn’t be a challenge, once employees realise all the benefits that going digital brings.
What would some of the reasons be for continuing to use paper at work?
- Certain documents like receipts, contracts or material orders require a physical signature
- If your customers and suppliers have not yet gone 100% digital, you will still have to manage these paper-based requests
- Changing behaviours of staff could be a major factor – this preference for using desk diaries and printed sheets instead of online documents will be a challenging barrier to break through
- Management need to drive these initiatives in order to work – changes like these need to be enforced from the top down in order to be more readily adopted by all employees.
What steps would need to be taken in order to successfully complete the paper to digital transformation?
- Top level executive commitment to the change – and the commitment to follow this through
- Employee commitment at all levels to embrace this new scheme, across all areas of the business
- Change management process – identifying the number of areas in the business where changes are required and establishing implementation practices to bring these changes about, either over a period of time or all at once.
- Actual data migration to the cloud and classification
- Implementation and ongoing management
What are the benefits to the business of switching from a paper to a digital office?
Aside from obvious cost savings from the reduced amount of paper, ink, toner and of course reduced waste, there are other advantages to moving your paper operations online:
- Mitigating risks associated with paper documents being lost or destroyed
- Improved security by having sensitive data held securely
- Sharing resources using an online system with multiple users
- Improved efficiency and productivity which has a knock knock-on on staff engagement, attraction and retention
- Significant process improvements, which lead to improved cost management and higher revenues