[ Note: This is a Guest Post from James Adams. James is from a company called Cartridge Save, a leading online ink supplies specialist. ]
It used to be that people could never fathom the idea of going paperless. However, with the turn of technology and a need for greener life, many people are interested in going paperless in the office. Even beyond working towards the greener good, many people may choose to get rid of paper altogether to avoid the inevitable clutter that occurs when you use paper. To put it into perspective, try imagining all of your emails from the last month coming to you on paper – now that’s a scary thought!
These four essential tips will have you on your way to a greener, less cluttered office.
Always back up your files electronically
Normally, folks in an office would back up their essential files by photocopying it and filing it away in an aptly named folder, then placing it into a filing cabinet for archival purposes. To save on paper, some people develop a filing system through the computer, similar to the old ways, by using an office suite or another program to store documents in folders.
Organize your folders by project, client, document or by any other means necessary. However, you cannot just create these files – you need to back them up. Back them up to an external hard drive off-site.
Know that “paperless” can just translate to “less”
It is entirely possible for you to scan all documents that you receive into your computer and to take any other in-house documents and store them within your system. It is entirely possible for you to essentially eliminate the use of paper faxes by using electronic faxing, in which you generate an in-bound fax to the computer system you use. It is even possible for you to signature-stamp or electronically sign any documents which will be outgoing.
However, know that you may still be subject to paper in your office. For example, not every customer or client is going to want an electronic bill instead of the traditional method. In fact, some of your vendors may still wish to communicate through the traditional means of snail mail. For that matter, regulatory and tax requirements may continue to force you to maintain paper records of your current business, or you may need to keep a hard paper copy of previous business records or home records.
Have everybody else buy in
As the manager of a business, the owner of a business or the head of a household, you know that simply saying that you are interested in going paperless is not going to make it happen just like that. In order to make it happen, everybody else within the household or office is going to need to get on board with the idea. In any situation, change can be difficult to deal with.
Those who are used to making many photocopies, placing documents into a folder of legal size, sending a fax through traditional paper or even retaining old catalogues and mail that they cannot seem to just get rid of – all of these people will need to make a change in the way they perceive things. They must learn a new routine in something they already had some skill in doing. The best way to achieve this is to take them through the new process one step at a time. Though it may not seem like much, this is a steep learning curve – some people may need to learn a new bit of software that they have never seen before, and they must learn a new environment.
These three tips will help you get on your way to a paperless office.
Does anyone really think that the paperless office is really possible? I mean, in theory it’s great but no office can run without paper – a paper reduction & recycling policy should be in force, but people will always demand paper payslips & print things out…
Being a “paperless” business or home isn’t easy, but these are certainly some steps that we can take to get there. Good article!
I do love the point made that going paperless can also mean just having less paper in the office. Personally, as a manager in a fairly large office, I do prefer to have everything stored and backed-up online, but there are certain things that I want drafted in paper and kept on file.
John,
Thanks for the comment.
At this time, zero-paper is just impossible. Paper-based workflows are still popular despite all this advancement in digital technology. I am not sure if we will ever get to a point where paper has become obsolete.
Yes, these are the simple solutions that often go unthought.
I’ve been a paperless person forever but my life really changed when I got a decent smartphone. I have all my key spreadseets and docs on it. I include my notes and write down my golas on my cell phone.
Having my goals, inspirational music and videos make a big difference, because now I laways have time to watch and read them as I can do it even in the toilet.
But remember to back up always.
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I’ve been striving to get to a paperless office state myself. The scanner is essential and something I would recommend not to skimp on. Some scanners do 20 pages double sided per minute. It’s the sort of thing that can make the difference between making it to paperless and not.
Although I would love to have everything in electronic format I just need to have my paper sticker pad with me, in front of me, on my desk! I just react differently when I write something down by hand. But that is my way of staying productive, even though I’m a computer geek that is one of the remains of my long lost life of a writer :)
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I’ve been trying to downscale to analog but I still believe in the promise of paperless office (work and home). Of course you cannot achieve a 100% paperless environment but you reduce the biggest source of clutter. :-)