This is an update to the series Can We Go Paperless
Is the future here? Can we move completely to the digital realm and work within a paperless office? Functionally I would have to say yes but the slow forces of change such as business/legal requirements and human nature are the anchors of “doing it the old way”. These are the habits that are hard to break and what prevents more offices from embracing the paperless concept.
If cost containment, efficiency and a green culture are important to your business there are 4 key concepts that provide a foundation for a paperless office. The first is to reduce or discourage the needless use of paper. We’ve all been guilty of printing something out just to read it rather than reading it on a screen.
Key business practices should also be considered and redesigned to support a paperless office. Many companies today have a culture of working with paper, scanning that file to a digital format but then archiving both the paper and digital files.
Along with redesigning workflow habits, consideration should be given to supporting an infrastructure that enables the paperless environment. Items such as dual monitors and file sharing contribute significantly to the ability to work and share information in a digital format rather than paper.
Lastly, business should reward paperless activity. Everything from contests that evaluate workflow process to reductions in office supply costs should be fair game. The money saved by reducing paper can potentially fund the rewards while emphasizing the importance that the company has placed on the initiative.
From a personal perspective there are many ways to improve our efficiency while simultaneously reducing paper reliance. For note taking there is Evernote or OneNote that sync across multiple platforms and operating systems. For internal document collaboration Google Docs, Office365 or Basecamp are strong choices. Storage and file transferring can be handled via Dropbox and Hightail (formerly YouSendIt) and in most cases is free. Scanning and faxing can be done right on your smart phone with CamScanner or TurboScan (both options turn your photo into a PDF). Lastly, for meeting and meeting materials consider SurveyMonkey or Doodle for surveys and scheduling meetings and TeamViewer or WebEx to hold meetings on line with digital interfaces to view materials.
In the last few years we have witnessed the evolution of the smart phone as a powerful work companion. This is the first in a series of waves that will condition us to become comfortable working in the digital world and with that will come the desire to gain efficiency through the technology venue. When that happens is when we will see more companies embracing the paperless possibilities. For now, the barriers that need to be broken down are business practices that are paper-centric and the human aversion to change.
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