Do you ever feel like a huge chunk of your day is spent looking for files? Do you ever find yourself forgetting to pick up documents from the printer? Or maybe the expenses of toner, ink cartridges and printing paper are starting to add up. If any of those sound familiar, your office should consider going paperless!
The Benefits of Going Paperless
Did you know, according to the Environmental Protection Agency, the average office worker generates approximately 2 pounds of paper / paperboard products each day? Between print mistakes, junk mail, handouts, presentations, billing, old reports and much more, 90% of accumulated office waste is paper.
Has your office ever considered going paperless? It probably isn't as difficult as it sounds, and the financial, organizational and of course the environmental benefits that come along with going paperless makes it all worth it.
The EPA estimates that a paperless office can save around $80 per employee in costs just related to paper, ink, toner, storage space and postage! Also, the online storage and file sharing technologies, which we'll get into more below, allow you to store and share documents easily and efficiently. No more worrying about losing a document, or wasting time searching for files at the last minute ever again.
Ready to absorb the benefits that come along with a paperless office? Continue reading for our guide on how to make going 'paperless' in your office space possible!
1. Use Digital Documents
Tired of running to the copier every time you need to share a document with a coworker? Save some time (and trees) by using digital databases such as Google Docs. Google Docs is a tool that allows users to share and edit documents, slides, spreadsheets, and surveys simultaneously. Experts predict that digital document management systems can save an astounding 1.4 trillion pounds of paper.
2. Paperless Invoicing & Billing
It's worth it to talk to your finance team about switching to paperless billing. A company in Texas called Green Mountain Energy estimated that if all of their customers went paperless, they could save 26,200 trees in just one year. Along with eliminating your paper usage, your business will save money! Electronic Payments Association and American Payroll Association found that businesses can save between $2.87 and $3.15 per employee each payment by using direct deposit and save another $1.20 by using online pay stubs. These cost savings may be enough to get your finance team to switch to online payments right away!
3. Online Storage and File Sharing
The average office worker uses 10,000 sheets of paper a year. Think of all the paper that stacks up in filing cabinets, on desks, in the copier room. PICS, a consulting firm specializing in systems integration, found that managers spend an average of four weeks yearly searching for or waiting on misfiled, mislabeled, untracked or "lost" papers. Now imagine how much more organized and how much time you could save if all your documents were stored safely online. DropBox, Google Drive, Box, and Amazon Drive are all great online resources that allow users to store and share all their files. Don't worry about losing a document, or wasting time searching for one ever again!
4. Forget The Printouts
Going to a meeting and need to present something, or running a proposal by a coworker? Technology like TeamViewer allows you to connect with others on your devices, so you can share your files, presentations, etc. without wasting paper. Most of our prints are unnecessary anyways. In fact, The Paperless Project estimates that 45% of printed pages will end up in the trash by the end of the day. Also, more than 30% of print jobs are never even picked up from the printer! This technology allows us to connect with our coworkers without the paper.
5. There's an App for Scanning and Faxing
The Buyer’s Handbook suggests that the average office document gets photocopied 19 times in its lifespan. Avoid the unnecessary copying with technology such as TurboScan, an app that allows you to use your camera as a scanner. HelloSign is a great electronic signature tool that allows users to sign, fill-out and send documents without using paper! These digital resources are very valuable tools to help your office stay paperless!
Is your office ready to go paperless? Let us know in the comment section below! Or, we'd love to hear any tips or advice from any offices that have already gone paperless. Thanks for reading!