People have been aware of the issues which come with using paper for a long time. Unable to keep water out, protect from the elements, or fight off any large animals, the materials used in the modern world aren’t always designed to do a job well. Instead, they will be going at this area with one thing in mind; making something work. To help you to get around this, this post will be exploring some of the areas which could do with losing their toys, exposing the reality which comes with paper in today’s society. Going down a route like this is perfect for modern businesses, with loads of customers caring about this area.
Businesses will always have a lot of documents to deal with, ranging from things which are created internally to those which other companies provide. To ensure that you can always open files like this, companies like Google have made word processors, along with other Office software, which can create and edit documents within your browser window. Tools like this often start out free, making it possible to start getting access to the tools you need without having to spend a small fortune in the process.
With documents playing such a heavy role in business, you will probably always have them coming in on paper for a long time. When you receive something like this, having access to a document management service can make things far easier, turning scans of your paperwork into editable documents which are found online. Going down this route can save a huge amount of time when you’re making transcripts. Of course, though, if you need something like this for professional use, it will usually be best to hire a dedicated company for it.
Making The Transfer
The transitionary period between being a company which uses a lot of paper to one which uses nearly none at all can be a challenging one. If your business has been around for a while, changing something like this could be hard, and the older members of your team are likely to struggle with big adaptations like this. Below, you can find some of the steps which can be taken during this stage. A lot of people simply try to make this transfer without giving it proper thought, but this will be too hard for most to get right.
- Start Recycling: While it doesn’t get rid of paper entirely, recycling is the best route to take when you don’t have any choice regarding this resource. Not only will this enable you to deal with waste paper in a responsible way, but it will also ensure that your customers stay happy with you, with loads of people considering this part of life to be extremely important.
- Team Training: Getting to grips with using far less paper can be quite a shock to the system when you first start. People may not realise quite how many tools they have open to them in this area, leaving them to struggle through options which don’t make much sense for them. You can provide something like this yourself or use a third party company to help you out with it.
- Letting Customers Know: The people buying things from you should always know about your efforts in this sort of area. While it will make it feel a little cheaper, making the most of this with your marketing is always well worth it. Most people will ignore this opportunity, letting the chance to get some good press slip away. It doesn’t have to be this way, though, as long as you’re willing to put the effort into it.
Bills & Invoices
When you’re trying to remove paper from your business, you will be relying on the companies which you work with to also follow this sort of direction. Bills, invoices, and other documents which come from other teams will often be delivered on paper, and this can contribute a huge amount to the resources you’re using. Of course, paperless billing systems are becoming more popular, and you can often request that you get your documents by email, limiting the amount of paper which you have to deal with as a result.
Along with this, you could also think about the paper which these companies are using themselves. When you work with someone who is wasting a resource like this, you will be contributing to something which actively undermines the effort you’re making. For this reason, it will be worth doing some research, checking to make sure that the people you choose to partner up with have the same values as you. With most companies wasting loads of paper, it makes sense to look for someone doing the right thing.
One of the biggest benefits which can be found in an effort like this is the savings which can be made. You’re not saving money on the paper itself, though, as this is a very cheap product, and most companies can easily afford it. Instead, you will be saving money on hardware. Using digital documents takes away the need for printers, scanners, and shredders, leaving you with a computer and some tools found around the web. This is a great way to make savings while also looking after the planet.
A lot of people worry that they will lose functions which they use a lot when going through a process like this. In reality, though, when you need access to something which can be done with a machine, you can often find the very same service being offered over the web. Secure internet faxing, for example, takes away the need for a physical fax machine, but will still enable you to connect with companies which are using them. Using options like this will give you the power to cut paper out without changing the way that you work, often making your little daily jobs just a little bit easier.
Why Avoid Paper?
There are plenty of very good reasons to cut paper out of your business, and it’s more than just money which you need to think about here. It makes sense to make the most of these benefits from the very beginning, using the resources around you to start a better company, all while making your work simpler. Below, you can find some of the main driving forces which will push an effort like this. Of course, when you’re running a company, it makes sense to look for the services and tools which do more for you.
Reputation: Running a business makes it incredibly hard to avoid the watchful eye of the public. Whenever you make big decisions, someone will know about it, and word will quickly spread when you’re doing good. If you’re doing bad, though, like using too much paper, your reputation can quickly become a negative one. Not a lot of people realise quite how much action like this can impact the way that people see their business.
Responsibility: Making sure that you’re responsible for the resources you use is incredibly important in the modern world, and not enough people are working towards goals like this. If everyone continues to use paper at the current rate, though, there soon won’t be enough left for everyone. Like most of the resources people use, paper is very limited, making it make sense to avoid using it when you don’t have to. Of course, though, this doesn’t mean that responsible paper can’t be found.
Productivity: Handling paper can take a long time, especially when it comes to filing it and finding it. Most people won’t have experience using systems like this, forcing you to give training if you want to continue to use paper. Online systems take this out of your hands entirely, giving you the power to search for your files, while also making them easier to put away and store at the end of the day.
Security: It can be hard to see something like paper as a security risk. Most people have been using this resource throughout much of their life, and won’t have had any issues with it. When it comes to business, though, you will have information on documents like this which is far too important for you to risk falling into other people’s hands. By hosting your documents online, you can use encryption to secure them, ensuring that no one outside your business ever has access.
Paper has long been one of the most crucial resources a business has behind them. Since the early days of society, people have been using materials like this to store information, creating records of things which the brain can’t be relied on for. As you enter the digital age, though, it doesn’t make sense to keep using old methods like this. Instead, you should always be looking for ways to push your business into the modern age, using the latest tools you have available to make your work easier and better for everyone else. Of course, the future will be a lot brighter for the world when more companies focus on this.