When we were kids, we were promised many great things in the “future”. By now we were supposed to have flying cars and two-way wrist radios (ok, we did get smartphones and smart watches) but the biggest promise was the hope of the paperless office! The term, first coined by marketers 50 years ago is still not a reality. Businesses even today, can’t go completely paperless but we’re getting closer all the time. Here are 9 quick tips to move your company closer to a paperless future.
- Institute print monitoring and begin to track your paper usage. – Knowing is the first step towards reducing use. Tell your employees that you are monitoring print output and enlist their help in keeping track. Use print logs to track use. Bonus – studies have shown that simply informing employees they are being monitored can reduce print output by 10%.
- Go paperless at the bank and with service providers – Have the phone company and other vendors send electronic invoices. Make an effort to pay bills online to eliminate checks, envelopes and stamps. These savings can add up!
- Put in a recycling bin. – A low-tech approach that can raise awareness of your company’s paper use. Plus it moves your business towards sustainability.
- Eliminate physically signed internal documents. – Take as many non-essential documents online as possible. Institute an electronic signature policy to help reduce output.
- Eliminate your fax machine. – Replace faxes with editable documents (pdfs) that can be submitted via email or the web.
- Cut your print output in half by printing two-sided documents.
- Replace multiple machines with a Multi-function printer. – Replace your fax, scanner, copier and printer with a single MFP. You’ll use less energy, paper and consumables.
- Use OCR software. – OCR software lets you turn documents into editable files that can then be shared online.
- Use smartphone apps like CamCard or WorldCard. – Use your phone to instantly turn business cards into digital contacts.
Reducing your paper use is a process. Small steps lead to big savings. Cutting paper saves money and brings your business closer to sustainability. The paperless office isn’t here yet, but taking these steps brings it one step closer to reality!
Click here for your free e-book and learn how your office can begin to go paperless!