4 tips for going paperless

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in Office Management,Office Organizer

Many offices are moving away from paper to protect the environment, spend less on printing supplies and reduce office clutter. Going paperless can also keep information more secure. Working in a paperless environment is a breeze, but getting there is not. Here are four tips to help you make the change.

1.  Use the cloud. All that data has to live somewhere. If stored on a local computer, you risk crashes and will have limited access to information outside the office, cautions Andy Brasfield, co-founder of Southeastern Laser, a printing supply company that specializes in paperless technology. Conversely, a cloud-based solution such as Dropbox, Bras­­field’s preferred service, can allow access to documents from anywhere, re­­quires no backup and can have different permission levels.  

2.  Start with accounting. “Since accounting is probably the one office function with the most need for good data, going paperless with your book­­keeping, billing, accounts receivable and accounts payable will be the most cost effective and efficient up ­­front,” says David Evans, CPA, Alloy Silverstein.

3.  Conduct paperless meetings. “We go to the conference room and use our large LCD screen to conduct the meeting and go over key figures, reports, initiatives and projects,” says Jovim Ventura, founder of InoPrints.com. His company encourages note taking, making to-do lists and setting appointments in Notepad, Google Tasks and Google Calendar, respectively. This gets rid of handwritten meeting notes and multiple Post-its afterward.

4.  Discourage printing. Remove all desktop printers and locate one or two heavy-duty printers in a central location, recommends Bill Horne, owner of William Warren Con­­sult­­ing. Horne also recommends tracking printing to each employee and notifying them that usage will be monitored.

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Jack May 20, 2014 at 7:56 pm

I co-own a small family company with my brother up in northern California and all I can say is I think your first is the most important. We needed to save some money, so we went with a company called DriveHQ, and suddenly everything became so much easier. We hired a company to help digitize the old documents we had, and after about a year or so we were completely paperless. No more meetings where we took notes on pen and paper, we just put all our notes safely and easily accessible in the cloud. No more printing either, since all we had to do was simply share notes or documents to other users instead of delivering them a printed copy of the document. And as a bonus, with all the space we saved from getting rid of all those storage cabinets, as well as the money we saved from going paperless, we were actually able to afford to bring a few more employees on board and have actually seen a rise in profits. So absolutely great advice, I’d recommend any business owner move to the cloud.

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