Businesses have been using paper for quite a number of decades. All that paper has been bad for the environment and caused these businesses vast chunks of cash over the years.
The expenses started to get much higher when technology was introduced, and companies began needing fax machines, copiers, printers, scanners, and many other devices. Not to mention, a skilled maintenance crew.
Now the trend is going paperless. This digital trend has been incredibly beneficial in saving businesses quite a lot of money. Going paperless might require some software, jpg to pdf or other converters, and a few other tools to make the experience much better.
If you seem interested, let’s take a look at all the fantastic benefits of making your office paperless.
Saves Money and Space
Businesses all over the world spend hundreds of billions of dollars on filing, retrieving, and storing documents. That is an obscene amount of money.
If your business adopts a paperless system, then you can reduce the costs significantly. You will not need bundles of paper, printing machines, copiers, fax equipment, cartridges, and other office supplies that are required for this purpose.
If your office space is massive, then you might have several rooms dedicated to copying and printing needs, as well as secure rooms for storage. You might even have extra security measures to keep everything safe. All that can go away with a couple of pieces of software and the cloud.
Streamline Your Document Management
Putting all your essential documents in an envelope and passing it to someone to get them to a colleague who is sitting a few doors down from you. Then, waiting for who knows how long for them to go over it and get back to you. If that doesn’t sound familiar, then how about going through tons of cabinets just to get a single file?
All that waste of time and headache can quickly go away if you streamline the document management process. All of your files can be stored on the company network, and everyone can access what they are allowed to with just a couple of clicks.
More Secure Data Security Measures
Data security is a massive concern for every business that is storing confidential or essential files.
By keeping all of your documents in physical form in a room, your data might not be entirely secure. It doesn’t matter if you have a lock system to get in the place and additional locks on each filing cabinet. You might still be vulnerable, even if you shred and dispose of documents.
Fortunately, digitalization allows you to store all of your data much more safely. You can choose to have a server room in your office that stores all of the data, or you can get the job done by spending less money and hiring a cloud service or your storage needs.
But depending on the nature of your files, you should make sure the cloud service you work with has brilliant encryption and security measures in place.
Easy and Secure Backups
Since your data might be essential for the company to run, you might require backups.
It’s impossible to guarantee safety these days because disaster can strike in any form. But when that situation arises, wouldn’t it be better if you were already prepared for any such thing?
You can easily carry out business as usual if you have the right backups. Since physical paper requires you to rent or purchase a space to store everything, it’s not entirely safe or cheap. A better thing would be to digitalize and backup your data.
Improved Customer Service
Customer service is undoubtedly among the most critical aspects of every business. That is why there are companies that pour in a lot of money to make sure that their customers are satisfied. But what if instead of pouring in cash, you could increase efficiency and reduce your costs?
Digitalization allows your customer service team to quickly lookup information about consumers and properly guide them. If they have a complaint, your customer service agent can fill out forms rapidly on a device and submit to the relevant department. If the customer wants to share an image, your agent can convert jpg to pdf and submit along with the forms.
The faster and more efficient methods will make your customers much happier while improving the productivity levels among your employees.
Going paperless is not merely about saving money and increasing efficiency in your office. It means that you will use less energy, have a lower carbon footprint, not be a part of deforestation, and be helping the environment.
Having an eco-friendly office might even encourage more consumers to do business with you, as people love companies that are showing green initiatives.