When employees make the decision to file a piece of paper away or tuck a receipt into a folder, they often do so with the best intentions. How many horror stories have office workers heard about a single document that was misplaced, causing turmoil for an entire company? The “better safe than sorry” mentality of staff is just one factor that contributed to a work environment filled to capacity with papers, making it difficult to remain mobile and agile in today’s competitive business world.
Image may be NSFW.
Clik here to view.
Advancements in document management software and invoice automation have enabled organizations to eliminate wasteful amounts of paper and even save money by reducing required materials and the postage needed to mail them around. However, simply acquiring all of the necessary tools isn’t enough for businesses to convert to paperless solutions. The habits and behaviors of employees need to align with electronic workflow if groups are to see the largest impacts.
Here are a few tips business leaders can use to help acclimate their offices to a world less reliant on paper:
- Clear the piles – A document that was important a decade ago may not have retained its value over the years. Organizations need to go through all their existing cabinets and desks before adopting paperless solutions to really see a difference, according to PC World. Even if groups stopped using paper altogether immediately, things might not appear so different when past materials are still surrounding employees.
- Make recycling a company pillar – When personnel think of recycling as an afterthought, there’s a lot of room for error in any paperless process. Recycling helps ensure that any stray documents coming into an office are leaving it just as quickly. Business leaders need to guarantee that bins designated for recycling are placed in every area that’s appropriate. This can help reduce the amount of paper that ends up lying around the workplace. When employees start to think of recycling almost as immediately as they’re presented with sheets of paper, the odds of it ending up in the right place increases.
- Establish accountability – In some cases, employees may not really be aware of how much they actually print on a daily basis. If they saw the number of sheets they printed on an everyday basis, they may rethink their decisions the next time they try to print something. Organizations can develop tracking systems to monitor the number of documents employees print and then send out company-wide results to the whole staff so everyone knows where they are and the steps needed to improve, stated CIO.
- Discourage wasteful habits – When it’s very convenient for employees to print something, like if they have their own personal printer set up right at their desks, businesses are supporting excessive behavior. Organizations should establish a central printer for everybody to use so it’s not close to anyone in particular. Not only can this help reduce the costs of ink, toner and paper, but these models can employ a variety of eco-friendly features such as double-sided printing and restrictions on color ink.
- Stem the flow of paper in – It can be difficult maintaining a paperless office when there is a constant flow of documents coming in from the mail, making things worse. Companies need to enroll in as many paperless statements for their bills as possible and do their best to eliminate subscriptions for junk mail. This can save employees the trouble of scanning documents themselves and remove more paper from business processes altogether.
About PaperSave
PaperSave is the first and only document management, electronic workflow and invoice automation solution, Certified for Dynamics GP 2013. PaperSave's unique integration provides one click access to documents related to the records within Microsoft Dynamics solutions like AX, GP, SL, & CRM. PaperSave combines document capture and transaction processing to eliminate multiple steps from your process saving time and money!
Learn More about PaperSave:
Website | Case Studies | Demo | News and Events | WhitePapers | Webinars | Videos
The post Tips for embracing the paperless world with document management software appeared first on goERPcloud.