The Association of Information and Image Management (AIIM) estimates that going paperless can improve business efficiency by up to 30 percent. That’s a lot.
Yet, so few businesses actually are paperless. In Europe, for instance, Iron Mountain (News - Alert) estimates that only 1 percent of businesses are paperless.
There are several ways that businesses can turn over a new leaf, however, and get serious about driving efficiency through reduced paper use.
A recent article by Real Business in the U.K. lists four ways that firms can stem the tide of paper use. The average worker may currently print 45 sheets of paper each day, but that does not necessarily need to be the case.
The first step is conducting an audit of paper use. Where is paper being generated in the office? What processes are spawning it? Who are the main paper users within the organization?
Many paper uses can be easily replaced with digital alternatives. Documents can be signed electronically, for instance. Using devices such as AudioCodes’ (News - Alert) fax ATA solution, faxes can be sent digitally.
Second, look for paperless office champions. For the office to actually go paperless, there needs to be support from someone high within the organization. So get someone at the senior level enthused about going paperless.
Once that is done, also create excitement lower in the hierarchy by engaging paperless office champions on the departmental level.
A third component is showing that going paperless makes financial sense. As part of the paper audit, calculate how much is being spent on paper and therefore can be saved by going 100 percent digital. Hard numbers help sell the paperless office in a way that emotional or logical arguments cannot.
Finally, identify those within the organization that are doubtful that a paperless office is possible or makes sense. It is important to educate these employees on why the business should be paperless, and how it is possible. Persuading dissenters will make the adoption process much easier.
The U.S. wastes between $25 billion and $35 billion each year on filing, storing and retrieving paper. Don’t have your business be part of this statistic. Going paperless is easier than you probably realize, and with these four steps it is even easier.