business resources
How to Make a Seamless Transition from Paper Based to Paperless Office
04 Aug 2017
Although the documents and files of your company is an important aspect of it, the process of turning them into cloud documents doesn’t have to be that complicated. Some business owners try to avoid it as storing important information in cyberspace seems less safe than to simply have them in hard copy. They’re often wrong, though, and by reducing the amount of paper your business is using, you can save costs as well as the environment, while also making use of the latest technology. We’re here to show you how, and to ensure that the transition is as stress-free as possible.
Understanding Paperless
To get everyone on board, you need to take charge and lead them in the right direction. The change needs to start with the management who should start by finding the best cloud computing software on the market. Educate your employees by explaining that the goal isn’t to ban every single paper from the office, but rather to make it easier to access the information you store - which again leads to improved productivity. Use examples where cloud storage will come in handy compared to having physical copies, such as in the event of a business meeting in another city where you suddenly need access to a document. Actionable examples they can relate to will boost their morale and get everyone excited about the new system. Although it may take some time to understand the new software, you have to invest a bit of time to train yourself as well as your employees. Here is a guide to cloud computing to get you started so that you can pass the information on to the rest of the team.
Select a super user
The main challenge you’ll have during this transition is the time and costs you might spend on training your employees in using it. New technologies and advanced systems require time to understand; there’s no getting around it, and skimping on the training means potentially costly mistakes. Select an IT wiz or two to lead the rest of the team, explain to them that you need their help to lead the change, and educate the rest. They’ll be your change agents during all of this and should lead by example through peer-to-peer education and close supervision.
Make paper inconvenient
An office which has been paperless for half a decade or more will reflect this in its layout. You’ll have trouble with finding a printer, fax machine, and other outdated devices in these modern offices; they don’t need it so why invest in it? It’s also a good idea to sign up for paperless statements wherever you can, remove options for printing, and even encourage dual-monitor setups to accommodate these changes. When you’re making one option difficult, you need to make the other choice more appealing; otherwise, your office will never get used to the change. You’re doing it for all the right reasons, and as soon as worst turbulence has passed, you can enjoy an eco-friendly company culture and reduced costs in every corner.
