We’ve reached a point in history where more people than ever before are concerned about their environmental impact. This has encouraged organizations across the entire world to go paperless. However, not everybody understands the most efficient ways to do so. Let’s explore some of the most viable ways to go paperless.
1. Leverage Cloud Storage
One of the primary ways to go paperless is to take advantage of cloud storage. In the past, businesses were required to keep hardcopy archives of key information.
In fact, they typically filled up entire filing cabinets as time went on. Today, however, it’s entirely common to archive information by using a cloud server. Not only does this allow you to go paperless, but it can also provide you with access to these files from anywhere.
If a contingency were to arise, the speed at which you are able to access sensitive data plays a large role in overcoming it. Over time, you will also find that this significantly reduces the amount of paper that your small business uses.
2. Don’t Print Handouts for Presentations
One of the easiest ways to go paperless is to simply not print any handouts. Interestingly, this is a practice that is still slowly being phased out. It makes sense under some circumstances to provide handouts for presentations.
This is particularly true for presentations that offer insight into key company metrics. However, elaborating upon this information is the key reason for holding the presentation in the first place.
So, avoiding making hardcopies for presentation attendees is one of the best green habits that you can establish. Instead, you’ll need to focus more on the content of the presentation itself. This means adding additional slides and illuminating key points that you would have otherwise skipped.
Of course, you’ll also find that this improves the results of your presentation, as well.
3. Use Phones to Create Copies of Documents
One of the biggest culprits when it comes to wasting resources is copy machines.
Until the past decade or so, it was fairly common to create hundreds of copies of a single document. Larger organizations might have even made thousands of copies on a regular basis. To help put this into perspective, let’s assume that a business intends to provide its employees with a copy of a companywide memo.
There are 500 employees at the organization and the memo is 10 pages long. This means that the organization will require a minimum of 5000 sheets of paper.
In the event that they choose to print on both sides of the paper, they still require 2500 sheets. So, it’s not difficult to see how big of a problem this can become over time.
When looking for ways to go paperless, instead of printing photocopies, use your phone or computer instead.
4. Avoid Traditional Mail When Possible
Avoiding traditional mail is another of the easiest ways to go paperless permanently. There are very few circumstances in which traditional mail is superior to electronic mail. Not only is email faster, but it allows you to minimize waste at your company.
In fact, many businesses provide their employees with office tips regarding how to avoid being wasteful, and this is one of the most common. In the event that you need to send a hard copy of the document, it’s recommended to only send it to the recipients who have the highest need for it.
5. Digitize Your Internal Processes
The more processes you are able to move to computers, the more paper you will be able to avoid using. Depending on your company, this may or may not prove to be a challenge. The industry you work within also plays a large role.
It’s worth noting that digitizing internal processes often translates to an increased customer experience. To clarify, this strategy could provide you with the opportunity to allow your customers to receive 24/7 online support.
They might also be able to place orders online for certain products when they couldn’t in the past. Overall, digitization comes with a large number of benefits that shouldn’t be overlooked.
6. Consider Leasing Equipment
One of the primary reasons why companies avoid going paperless is a lack of funding.
This process often involves purchasing additional equipment to facilitate online storage and similar obligations. The good news is that you can lease equipment to determine whether or not it is suitable for your company.
Additionally, it allows you to save money as opposed to purchasing the device. It’s not uncommon for businesses to lease equipment and use it to generate additional revenue.
As they scale and bring in more money to the company, they can then purchase equipment for themselves. Keep this opportunity in mind when moving forward with ways to go paperless.
7. Make Digital Agreements
Contracts can sometimes span hundreds of pages.
The same can be said even about basic agreements. For this reason, it’s highly recommended that you always conduct agreements online. Fortunately, this is something that has become fairly normal in recent years due to the complications the pandemic created.
To facilitate this, most companies use PDF files that allow all interested parties to input a digital signature.
Wondering how to add your signature to this type of file? You can check out this resource to learn more about how you can add signature to PDF Mac.
Knowing How to Go Paperless Can Change the World
Utilizing the above ways to go paperless might not do so immediately, but your actions can influence those around you. Over time, this could cause tens of thousands of people (or more) to do the same.
So, use the above information to go paperless effectively and establish green habits for your entire organization.
Looking for more tips that can help you out later on? Check out the rest of our blog for plenty of more useful information.