Did you know that 50% of all business waste is paper? And that the vast majority of this waste then ends up in landfills, polluting our soil and the air we breathe? Or that it takes 10 liters of water to make one A4 piece of paper?
By taking your company paperless, you can significantly contribute to the health and longevity of our planet, as well as reduce your own expenses. Not to mention, you will reduce the amount of unnecessary clutter around your offices, and step into the digital future.
Let’s take a look at five ways you can take your company paperless.
Do Paperless Meetings
Company meetings involve a lot of paper – presentations, minutes, everyone’s individual notes amount to an excessive amount of waste.
Instead of printing out your presentation’s key points and circling them around to let everyone write their own notes, go for a virtual presentation, which you can later share with all the participants. You can also select a team member to take notes on a laptop during the meeting and share the file with everyone else.
Educate your staff on the importance of going paperless, and why they shouldn’t use notepads at meetings either. Some might have a more difficult time adjusting to this new mode of operation, but with a bit of education and guidance, they’ll be able to overcome the initial pushback.
Stop Sending Physical Mail
A lot of companies are already cutting down on the amount of mail they send, choosing to do most of their communication via email. However, there are still things you can do to cut down on your paper trail even further:
- Opt for virtual holiday and other celebratory cards instead of sending them through the mail.
- Create digital brochures and catalogs instead of printed ones.
- Do paperless billing and invoicing. Ask all the companies sending their bills and invoices to you to do it digitally, and do the same for your own customers.
- Always use electronic calendars instead of physical ones. There are countless apps available that can be synced across all your devices, making sure you stay on schedule.
Scan All of Your Existing Paperwork
You likely already have an extensive paper archive in the office – which you don’t quite want to throw out.
Before you recycle all of your company’s documents, turn them digital either with a scanner (which will take more time, but the quality will be much better) or via a phone app that can turn images into PDFs. Make sure you shred any sensitive documentation before recycling it, as you don’t want to jeopardize your company’s security.
The same goes for all of your internal manuals and processes. You don’t have to keep them in paper format – you can scan all of them and store them on the cloud, ensuring the right people have the right access.
When going digital, make sure you invest a fair amount of time, effort, and resources in security. Depending on whether you store your data locally or remotely, you’ll need to rely on secure servers, firewalls, and other security measures.
Use E-signatures for All of Your Documents
Signing contracts and agreements no longer has to involve printing out a whole host of documents for you to sign. Instead, you can move to electronic signatures, both for your contracts and for your credit card transactions through different POS systems.
E-signatures are completely legally binding. Plus, the fact that you can sign your documents on practically any device and don’t have to visit a physical store or office in order to do that makes them incredibly practical.
You can ask your clients to do the same, saving even more paper in the process. – Read more
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