In recent years, you’ve probably heard often about the many benefits of a so-called paperless office. And yet, even if you aren’t willing to go all-in on digitizing your entire operation, there are still plenty of ways to reduce your reliance on paper. In doing so, you can make your office more sustainable and productive. Here are five reasons why you should get started.
Easily find and access files from any computer or device.
Think about the many devices you use every day. In your pocket, there’s a smartphone. At the office, you’ll find a desktop or laptop. Finally, there’s probably another computer and maybe a tablet in your home. Though none of us should be working 24/7, there’s no doubt our lives are more manageable when we have immediate access to the same important work files across all our devices.
Products like Amazon Cloud Drive, Google Drive, Microsoft OneDrive, Apple iCloud, and many others make it possible to store files in the cloud and make them accessible from anywhere. For extra security, one can access those files using the countless VPN solutions available on desktops, laptops, and mobile devices.
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Save time and money by not having to print and store documents.
Cloud-based storage offers the bonus of being able to edit those files on the fly. Add to this sharing capabilities, and stakeholders always have access to the most up-to-date files. In addition, this type of set-up eliminates the need for paper copies of essential documents, which cuts down on the physical paper and storage required.
Never have to worry about losing important documents again
What do Google Drive, Microsoft OneDrive, and similar storage solutions have in common?
First, their digital contents are constantly being backed up by the vendor. Better still, this content isn’t just stored in one physical location. Instead, it’s duplicated in many others. For example, Apple has 11 owned and operated data centers that support iCloud services. This includes six locations in the United States, two in Denmark, and three in Asia. For added security, Apple also relies on third-party cloud storage services like Amazon Web Services to store additional user content.
With many locations being used for storage and backup, your most important files are no longer at risk of being lost. But, can the same be said for traditional, physical file drawers?
Of course not.
More environmentally friendly – going paperless is one of the simplest things you can do to help the planet
Using less paper inevitably means fewer trees required to cut down, leading to less deforestation. Over time, other natural resources are also in less demand as document storage goes digital. Put together; this is all good news for Mother Earth.
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Work collaboratively on documents without sending hardcopies!
Finally, let’s briefly discuss how going paperless changes how we collaborate. When papers are involved, everyone must have physical access to the document or copy. That’s no longer the case in a paperless office. Now, there’s one digital file that’s easy to access and edit from any location and with any type of device. Moreover, this file is secure and backed up often across many data centers, allowing it to be accessible 24/7.
Where to Begin with a Paperless Office Solution?
If nothing about your business is paperless, there’s a simple way to get started.
At first, focus on bringing new content online while leaving older files as-is. Then, once the organization becomes comfortable with cloud-based storage of important files, move on to getting older documentation online. In no time, your organization will find itself relying less on physical documents, which is good for the company and environment at the same time.
While it’s easy to work within one’s comfort zone and conduct business as usual, switching your operations digitally can be a time to revamp practices that may be stagnant or perhaps have kept you behind competitors and other industry players.
The benefits of a paperless office can increase productivity, optimize workflow, reduce your carbon footprint, and can eliminate errors so work is efficient.
So, what are you waiting for? Start your journey to go paperless today!
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