Best Paperless Solutions for Team and Work Flow Management

There are loads of great reasons to transform your office into a paperless work space. Some prefer to “go green” for the sake of environment while other just want to get better organized and having  piles of paper is at odds with that goal. Most people, even if they have not yet thought about it, might agree that being more organized and green is the both perfect ingredients to work towards.

Small offices are some of the most useless places in terms of using paper. Even on the internet era, and with widespread email use, the paper is only increasing. That has a lot to do with quicker means of printing what you made on your computer.  So the first thing to do is to change the mindset. I’m not talking about some sort of ideological shift, but rather a shift in operating procedures throughout the day.

For example, there is no need to print out email for archiving when your hard drive or any number of online services can perform it digitally. Don’t sent office memos when an instant online messenger feature can complete the same task quicker with no paper involved. Even faxes are no longer need to be sent on paper with the help of online fax services.

We all know that paperwork is an important part of any business, by physically it’s not. Also, relying on paper works might result in money consuming, which might be eradicated or at least slowly lessened by doing paperless.  When your physical paperwork piles up, you issues are also getting piled up.

• It can slower time to accomplish regular tasks that rely on paper as an important source
• Money wastage
• Off-site storage.

The advantages of going paperless

Organization

You might never see piles of files or paperwork on your desk or shelves. You will never see files piling up in your cabinets too. You can avoid also save your time more than searching the misplaced document and instead spend that time to attend client work or business meetings.  Files and documents are so much easier to search, open and share.

Efficiency

More than paper ones digital documents are easy to handle. Having these document available readily and share with clients regardless of location using project management software , enhances team productivity and brings a better client experience.

Scalability

Scalability  With paperless office, you don’t need to pile up cabinets as with a paperless idea you need only a small space to run your business. Also employees need to manage large quantity of business inputs in peak hours or when an organization wants expansion is really hard to scale, while this is very easy in a paperless office.

Its highly greener

You guessed it right! When the printing is reduced, trees are cut down fewer to make paper. Paper is also highly energy drinkers in both transportation and production. Going greener is always safer and it’s easy to follow.

Easy communication

Unless you are performing the bill for an immediate delivery like as an insurance claim that must be done at the moment and the agent will have to visit an expert for clearing the paper works which might take hours or even days to complete. Even then there might be some sort of delays misplacement or complete loss. If you are following a paperless idea, a document is easily available where it is wanted, instantly to get payments quicker.

Not So – costly

Storing documents is really head breaking and expensive, especially for Prime localized businesses. Printing cost cash, you pay for paper, the ink used in the printer and for the maintenance of the equipment.  By shifting to digital documents, you can actually eliminate storage expenses

Tools for going paperless

1. Scanner

There are loads of options here.  If you are a frequent traveler and want to get your documents scanned quickly, a portable scanner will do the magic. Also, these devices are so compact and light and come with inbuilt software that can let you scan the documents as PDFs or to a proprietary database.

2. Evernote

Evernote allows you to organize your thoughts, ideas and projects. It also allows you to save web links and other important details. The pros of using evernote are;

• By launching the evernote clipper, you can easily capture details anywhere and save it.
• Evernote can be accessed from any device
• You can search for the document easily with title and tags
• For Chrome users, your files will come up on the search
• Also you can clip images, PDFs and notes

3. E – Signature tools

If you want a document to be signed, then E- Signature tools will be a great choice. Also, you don’t have to use the mouse to deliver the perfect version of your signature. These days, you can take a snap of the signature and use it. Then you can also re – use it anytime.

4. Storage space

Online filing cabinet is the most important tool in going paperless. Some of the features to track on when glancing through various document storage solutions are mobile accessibility, space for storage, security, etc. these storage services are usually more secure than physical devices like as the external hard drive which might get damaged, if it’s bumped around too much.

5. A backup service

The major advantage of going paperless is backing up with ease and can be recovered at any time. The organization tells that backup services are becoming more affordable – with exceptions made for provider.