Can you imagine an office without paper? No invoices to file away and gather dust. No email printouts abandoned on the printer only to be moved into the recycling bin a few days later. No forms printed, signed and then scanned to be sent digitally. Actually, when you put it like that it doesn’t sound so bad!
In the UK the business community alone produces over 20 million tonnes of paper every year. Luckily 85% of this is recycled, but that still leaves 3 million tonnes in landfill for anyone to get their hands on. Not only could this cause a serious data breach, but it adds to the worldwide landfill epidemic and does our environment no good at all.
We know that going totally paper-free is a huge task, and it can feel nearly impossible sometimes.. That’s why we’ve got a challenge for you – go paper-free for one day. Just 24 hours. That’s not much at all. By taking on the challenge you might find a few things that actually make life easier. And who knows, you might want to make it a more permanent change. To help you on your way we’ve put together eight top tips for going paperless.
Top Tips For A Paperless Office
- Switch to digital storage. Instead of having hundreds of files stuck in a filing cabinet somewhere, scan them in and create digital copies. These will be easier for you to find quickly, and much more secure than your paperwork mountain. Just make sure you destroy the paperwork documents properly when you’ve digitised them.
- Next up is storage. Decide where you will store your files so you can quickly and easily find them. Cloud storage is a great option for this as you will be able access your files from anywhere and see everything at once.
- Get organised. Once you know where you’re going to put everything you will need to set up some simple structures to keep it all in the right places, and make sure new documents find the right homes. If you have a team using the same system, make sure you communicate this to everyone to keep them on track.
- Make sure your systems are in sync. Often a document is printed so someone can sign it, only to then scan it in and send it via email. Ensure programmes are working in harmony so that you are not needlessly printing documents to transfer them from one digital system to another. Map out your processes and make sure everything lines up.
- Digital signatures. There are plenty of options available when it comes to digital signatures, and these are often more secure than printing and signing documents. Ditch the pens once and for all.
- Spread the word – let everyone know about your paperless day and encourage them to join you. You can carry this forward throughout the rest of the year by adding a simple line like “please
consider the environment before printing this email” to your email signature.
- Take note. Switch to online notetaking or to-do list apps for those moments when you usually reach for a pen and paper. It’s a simple change, but it can make a huge difference to your productivity and your paper use.
- Make the change. Find out which of your current suppliers, clients or customers have the option to switch to a paperless system and let them know you’re ready to take the plunge too.
- Think bigger picture. Take a look at other areas outside of the office where paper might be used; switch your takeaway coffee cup for a reusable one and bring your own lunch instead of buying a packaged sandwich.
Now you know how to do it, you’re probably wondering why you should bother? A study conducted by Xerox found that 46% of small and medium-sized businesses actually waste huge amounts of time every day thanks to paper-intensive processes. By digitising your files, employees can search and modify files faster and with ease.
If you found your paper free day more convenient than expected, why not trial one or two of the ideas long-term? Get in touch to find out how we can help you dispose of your unwanted paper in a secure and eco-friendly way. Our team are on hand to answer any questions, and we’d love to hear about your paperless day successes.
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