4 Tips for Transitioning to a Paperless Office

And now is the time to do it. We live in an age of solutions, where every problem can be addressed by a piece of software, a storage solution, or an app. There’s no need to keep all your business numbers on paper records when there are dozens of document storage solutions on hand. 

So what are the benefits of going paperless? And how can you transition your business into a paperless office? 

Benefits of transitioning to a paperless office

Transitioning to a paperless office won’t happen overnight; it takes time and commitment to make big changes. 

That time and commitment is well worth it when you consider the benefits. 

Good for the environment

It’s not an exaggeration to say that trees are a vital piece of our environment. They absorb CO2 from the air and create nutrients that feed other plants, animals, insects, and fungi. This is why tree planting is so widely encouraged. 

Since making paper requires cutting down trees, the less paper we use, the less deforestation occurs. 

Paper is also a physical object that requires processing, transporting, and handling. These things leave a carbon footprint that can be decreased and even eliminated the less paper we use. 

Better organization

Many organizations like paper documents for their simplicity, but paper piles up. Once your organization reaches a certain size, dealing with paper becomes a management issue. 

Where do you store it all? How do you refer back to one document when you have filing cabinets full of them? Where is that very important note you jotted down yesterday?

Going paperless turns us to digital solutions that have better storage and retrieval systems than a filing cabinet or a stack of papers laying on your desk. 

Finding a document is as simple as typing in a search term and letting your system do the work, and organizing thousands of documents by date or name order is as simple as clicking a button.

Better security

Anyone with access to a filing cabinet, office, or desk can access documents not meant for them. 

Digital document solutions have better security through things like access controls and passwords, which ensures that only authorized personnel can access certain files. 

Digital solutions also have better backup systems in place. If your office is broken into or a fire starts, you might never see your paper documents again. A digitized system can eliminate this risk. 

Incorporating mobile apps into your paperless office strategy can further enhance security and productivity. Mobile apps provide convenient and secure access to documents, communication tools, and workflow management, enabling employees to work efficiently from anywhere.

More cost-effective in the long run

The upfront cost of going paperless might seem daunting. It involves investing in digital management systems, cloud services, or storage solutions like hard drives and servers. 

But in the long run, going paperless can be more cost-effective. Paper is finite, after all, and you always have to buy more; office supplies can be costly and prone to getting lost or broken; bad organization caused by messy paper systems can cost your organization time and money; and unsecured documents can be a regulatory risk, leaving you open to legal trouble.

You can even save money on things like advertising by cutting out paper. For example, instead of mailing out flyers, you can buy cheap domain names and host websites to spread brand awareness instead. 

Having a more streamlined, digitized system that integrates with all of your business needs should eventually pay for itself. 

4 tips for transitioning to a paperless office

To help your organization transition to a paperless office, let’s look at some common problems with going paperless and highlight solutions to help you get underway. 

1. Storage

Problem: storage and retrieval

Solution: digital or cloud-based storage systems

Document storage is a big concern for organizations of any size. At some point, physical storage becomes difficult, disorganized, and bad use of precious real estate. Trying to find one piece of information in a sea of paper can be time-consuming. 

Digital storage solutions come in many flavors. You can use in-house solutions such as hard drives and servers; or you can use third-party solutions such as cloud storage and SaaS solutions that can grow with your business. 

Whichever you choose, storage becomes more secure, regular backups can be made easily, and retrieving information can be done with a simple search. 

You can also digitize your current filing system by scanning old documents and uploading them into your new system. Then, you’ll have every piece of information your organization has ever recorded right at your fingertips. 

2. Communication

Problem: communicating with colleagues, customers, and clients

Solution: online communication

Internal communications require paper. Think memos flying through your office, contracts landing on your desk for redlining, and handing out employee shift timetables. 

But there are paperless solutions—email, phone calls, instant messaging, video conferencing, text messaging, and content sharing. 

Unlike paper, which can get lost or damaged, sharing information digitally leaves a record. Emails and messages can be stored for referral; call center management tips can help you plan better staff management; and content sharing allows multiple people to share and edit documents with all changes securely tracked and logged. 

And to make things even easier, there are unified communications solutions like Vonage that combine all of these communications into one place. 

External communications like newsletters advertising your new products or customer billing can also be paperless. Adopt email newsletters and paperless billing instead.

In addition, the rise of remote work has further accelerated the need for paperless solutions. With more employees working from home or other remote locations, the ability to communicate, collaborate, and share documents digitally becomes even more critical. By embracing online communication tools and remote work practices, organizations can effectively transition to a paperless office while enhancing productivity and flexibility.

3. Business functions

Problem: day-to-day operations

Solution: software and services 

Whatever industry you work in, paper is probably involved in your day-to-day operations—contracts, minutes, records, legal documents, notes, to-do lists, and so many more. 

Software and services can replace a lot of these processes with digital alternatives. Many of these tools are free, such as Google Workspace, and allow for a great range of document creation, sharing, and storage.

If your needs are more complex, look for developers who have created dedicated software for your industry. Many have tiered models that allow you to pay only for the functions you need. 

4. Adoption

Problem: getting people to adopt a paperless office

Solution: create a strategy

Prioritize 

Work out which processes use the most paper, and make a plan to tackle those first. Once you’ve tackled your most paper-intensive operations, work down the list. 

And keep efficiency in mind whilst you prioritize. Which processes could benefit most from being digitized? Streamlining important processes first can prove the benefits of going paperless and incentivize further changes.

Incentivize

How can you get your employees committed to a paperless office?

As we said above, evidence is the best motivator for change. Prove to your employees that their jobs will benefit from going paperless. 

For example, your organization probably has a customer service department. Innovative call center technology such as call recording and automated analytics can offer your representatives a better way to train, learn, and improve without the need for extensive transcriptions, note-taking, or micromanaging by team leaders. 

Tangible results that can be felt by everyone can incentivize your organization to adopt a paperless office.

Train

New systems require extensive training to make sure all employees are comfortable with the transition to paperless. And make sure to include the benefits to the environment, productivity, and organization in your training. 

If you’re implementing new software, make sure everyone knows how to use it. Provide training sessions, tutorials, access to help desks, and a listening ear for anyone who’s struggling. 

Take it slow

Don’t let perfection be the enemy of good. 

Like anything bad for the environment, becoming mindful of your negative contributions and working towards change is always a positive. Don’t go into the office and throw out all your paper tomorrow; simply using less paper is better than nothing. 

Take the transition at your own pace. Get everyone on board, trial different solutions to find the best ones for your company, and don’t worry if your organization can’t become 100% paperless—it’s unrealistic for many, and that doesn’t mean they failed. 

Going paperless 

Remember, transitioning to a paperless office is a marathon, not a sprint. 

Make going paperless a core part of your organization. Celebrate the benefits to your business, your employees, and the environment by using these tips to transition to a paperless and more eco-friendly office.