For most of the history of businesses, companies have been dependent on paper. Paper has been the bedrock of everything, from employee contracts to client files – if it was important to the company, then it would have to be noted down on a paper sheet.
However, it’s now clear that many businesses are turning their backs on the paper-based way of operating of old. As awareness of the environmental impacts of paper grows, the shift towards paper-free offices seems to be unstoppable – and if you’d like to try such an idea with your office, here’s what you will need to do to achieve this goal.
#1 – Completely reduce printer reliance
Few businesses can become completely paper-free, so you will likely need to keep at least one printer in your office – but this can be problematic. Many of the biggest causes of paper waste in business are related to printing; for example, employees printing emails they have received, or printing off presentations. To transition to paper-free, eliminating the office printer being used for these purposes is absolutely crucial, so speak to your employees and inform them of the business’ new, paper-free intentions.
#2 – Find suitable solutions for existing paper uses
Everything that your business currently relies on paper for will need to be replaced with an alternative solution. Consider, for example, employee contracts; you’ll need to find a way to ensure these can be signed without being printed, so software that lets you amend PDFs could be the best choice for you. You’ll also need to find solutions for other areas where paper may still be used, such as invoicing, customer mailshots, internal communications, and so on.
#3 – Digitize your existing files
The paper-based files that your business owns should ideally be digitized if you are moving to a paper-free future. This necessity is especially crucial for files that will still need to be amended or updated, such as customer records; you won’t want to have to keep using paper for this purpose, you’ll need to transition to digital records. You will need to audit all existing files and decide which need to be digitized, then look for a company that provides data entry services to help create the new computer-based records. When the transfer is complete, you can then destroy the old file – with professional shredding particularly worth considering. PROSHRED can assist with the latter.
#4 – Invest in reusable office tools
While much of the transition to paper-free involves using digital alternatives wherever possible, the simple reality is that, for some people, being able to write things down with a pen and paper will always be their preference. Given that paper will now be out of the question in your office, you can consider investing in a few solutions that can effectively mimic the role pen-and-paper have formerly played. Consider reusable notebooks and diaries for all staff members, and in meeting rooms where notes were formerly taken on paper flip chart pads, make sure a whiteboard and erasable markers will now be available.
In conclusion
We hope that the tips above can help your company join the paper-free business revolution very soon.