For some, paper can feel like tangible progress. Look at all those documents, filing cabinets and work. There, in the palm of your hand and on your desk. However, psychologists have long suggested that having a cluttered and covered desk can leave employees feeling overwhelmed and stressed, and according to Brother.co.uk (2023) studies have shown that a desk covered in paper, cluttered with work, can lead to anxiety, depression and low self-esteem.
Many companies are going paperless in an attempt to be ‘greener’, attempting to reduce their carbon footprint. Aware that reducing office waste, and the required amount of paper is a step towards achieving this. And going paperless – regardless of the size or industry of your business – is totally possible. With so many online services available from digital business cards to cloud-based bookkeeping, your business can go completely paperless with these tips.
1. Incorporate cloud Storage, dashboards and workrooms
Cloud storage, streamlined file storage and retrieval can help in reducing paper copies, and allowing access from multiple platforms. Integrating dashboards which traces edits and changes in documents, whilst keeping it paperless, can radically change the process and increase efficiency. Collaboration is easier, faster, whilst still allowing for accountability, and allows for ‘search’ results to find documents instantly.
2. Retire your printers, fax machines and upgrade to scanning software
Printers are expensive to run, with ink, paper and electricity, three massive wastes in the standard office. The temptation to ‘quickly print off’ something for one meeting, only for it to go straight into the shredder keeps them alive, but for most businesses, they’ve run their course. It’s time for them to retire. Having one printer, which is password protected, could be a good middle ground whilst you transition into a paperless business, but eventually you’ll find your staff rarely use the machine. You can forward all faxes straight to your email, or implement a service like MetroFax which allows you to fax via their cloud-based options. Scanning and digitising your documents should take priority, making them searchable and accessible via cloud storage. There are loads of great apps and software which means cumbersome machines can be a thing of the past.
3. Sign documents digitally
One of the reasons we hear most for keeping paper is the need for signatures and legal documents. However, the increase in e-signatures, and software that protect signatures – the reason has lost its weight. Online or e-signatures can be saved via your cloud storage or dashboard, whilst protected, meaning you’ll never need to print anything to have a signature again. Without the need to save, print, sign, scan and email whole documents for a signature, productivity increases and frees up time to get on with running your business.
4. Switch to digital marketing options
Whether it’s a business card, a pamphlet or a poster – marketing via paper comes in a variety of shapes and sizes, and – most importantly – cost. Over 7 million trees are cut down just to print business cards every year. Can you remember the last business card you kept? Digital business cards, incorporating QR codes with links directly to your contact information or website, or marketing via digital options reduces your environmental impact, and offers opportunities for new clients to find you with minimal effort.
5. Move your financial information to a digital platform
HMRC have instigated ‘Tax Digital’ where tax information needs to be tracked and submitted via a digital process, for efficiency and accuracy purposes. And thanks to software such as Paypal, Sage, Xero and other apps which track invoices, billing, and accounts, you can move your entire finance department into a digital efficacy without paper. You can opt-in for digital invoices when you make purchases, as well as set the digital standard for your clients – which will also make it easier to track those invoices which have not yet been paid, and project for the next financial year.
An HR consultant like SWan HR can help instigate any of these changes, and plenty of others which allow the processes of your business to work smoothly whilst protecting your business and employees. If you’d like to know more about how we can help you curate a paperless workspace, contact us here.
SWan HR Consultancy (London and Kent)
SWan HR is an HR consultancy that specialises in HR support for small to medium sized businesses in the South East.
SWan HR was founded by Susan Wakelin, MCIPD, who is a qualified HR professional with over thirty years' experience, from setting up, auditing and improving HR functions to management coaching and supporting organisations through difficult situations, transformation and change.
SWan HR provides a broad range of tailored HR services including an HR audit, HR advice, HR outsourcing, HR coaching and project work for all businesses.
Free HR consultation
Contact Susan Wakelin now to take advantage of a free half-hour consultation to talk through your initial HR concerns and how you can manage these going forward.
Comentarios