A paperless world is a step closer to a better world. Especially in the current climate.
In the midst of COVID-19, paperless no longer just offers environmental and organizational benefits, but also crucial health and safety benefits. Germs and contagions can spread much more quickly than you might think as papers are passed from hand to hand.
Going paperless will often require new protocols and is almost certain to face resistance to change. However, reductions in paper usage can lead to significant savings in both time and money, which is a major benefit in combination with other important factors.
Creating a paperless environment means making changes, big and small, to how your business is run. We’re here to explore some of the ways to go paperless in 2022, and also talk about some of the unique benefits that these techniques can provide.
Hopefully, by now, you understand the need to reduce the use of papers in the workplace.
Here’s how you can do it:
The complete transition to a paperless office should be a slow and gradual process. It’s important to ease your people into the new way of doing things. Take your time when implementing new procedures, so there is no hurry, and no data gets lost in the process.
Start by setting goals for employees and entire departments to motivate them to transition to digital platforms. You can also set up a reward program when your employees meet their goals to encourage them to go paperless.
But you need to be mindful that your company won’t stop using paper entirely for a very long time. Even if your processes are 100% paperless. For example, your employees might need to print some things like a seating plan for a seminar. This means that you need to make continual efforts to support this transition.
This is not a one-person job; it requires consistent efforts from your entire team. This means you need to get them involved in the process from the start, ask for their suggestions, and appreciate their feedback throughout the transition.
According to a report, 37% of the 250 companies surveyed had compliance concerns that inhibited them from going paperless. This means you need to show them how switching to digital platforms can help them eliminate compliance risks and issues owing to the platform’s security features.
Assure your employees that the features of these digital platforms enable them to prevent any compliance issues and eliminate other problems that arise during the paper documentation process.
You also need to demonstrate how your customers prefer electronic correspondence over paper correspondence as it is more convenient for them. This helps you ensure the support of your employees in making a successful transition to a paperless workplace.
After setting down some initial procedures and plans, it’s time to start digitizing your business processes. Start by scanning your paper documents and transferring them to the cloud.
Here, you can easily digitize the accounting and finance, expenditure tracking, evaluations, and attendance. You can also digitize your compliance processes with Sine Workflows.
Minimise the workload of paper-based inductions and your contractors’ forms with digitised inductions. Enabling you to store your inductions and document collections digitally. All while managing approvals and expiries automatically so your workforce is never non-compliant.
This helps keep you and your staff from needlessly printing inductions and documents and dealing with hordes of paperwork that can be pretty overwhelming.
After digitizing your workflow and business processes, you need to find the right tool that aligns with your business goals and assists you in your pursuit of a paperless office.
A digital visitor management tool like Sine enables you to go paperless by digitizing your visitor management processes. With Sine, you can ensure a hassle-free way of getting your visitors to submit their details before they even enter your site. This means you don’t have to deal with the huge amount of paperwork necessary to approve their entrance.
To fill a workflow, you will need to share a unique link with your contractors and visitors and receive the filled information on workflows digitally.
By digitizing this aspect of your business process, among others, you can get rid of all your paper logbooks and documents.
As you transition to a paperless office, you need to monitor how your employees contribute to this process. You also need to observe if they are feeling any issues in embracing this change.
Keep in mind that you need to make certain modifications along the way to ensure that your teams and employees are right on track with implementing paperless processes.
Also, tracking your team’s efforts in embracing the paperless environment will help you quantify the improvements you have made.
As you continue to make consistent efforts towards ensuring a paperless office, you start witnessing several benefits. This includes time and cost savings, increased data and document security, and protected data backup.
With digital tools and cloud-based systems like Sine, you can facilitate this transition and manage your digital workflows more efficiently. Eliminating the need for printers and paperwork in your processes by sharing digital links with your people.
A paperless world is one that is beneficial for many reasons. Whether it’s saving the environment, implementing better organization, or integrating contactless processes, the choice to go paperless is an easy one to make.
