• While most companies see the paperless office as something feasible, it is true that the degree of implementation is still very low. DocPath offers some suggestions to help businesses of all sizes to successfully conclude these eco-responsible projects.
Atlanta, November 16, 2010 – Speed up internal processes, increase productivity or reduce costs. Any reason is good to implement the paperless office. However, there are few companies that have made this transition successfully and operate under a policy of zero paper.
There are many motives: lack of time to tackle a project of this nature, users’ lack of confidence in electronic equipment and the tight budgets that IT departments depend on are all reasons why there is such a low level of implementation.
DocPath, whose capital is one hundred percent Spanish and manufactures document software, offers eight suggestions that will allow any company to ensure its successful transition to the paperless office, within a reasonable time period and with limited investment.
- Establish a deadline: If we want to meet deadlines and not prolong the transition, we have to set a deadline, one ‘D’ day where we establish a total paper blackout. It would also be convenient to have in mind that these projects can take six to nine months.
- Plan the digitilization process: In every day work, companies accumulate huge amounts of documents. Hence the first step we should take is to digitalize all paper documents that have been stored. To do so productively, classify those documents that legally have to be saved on paper and dispose of those which have become obsolete. In other words, carry out a cleaning process of existing files and digitalize only those worth saving.
- Involve your employees: If there is a key to successfully achieving the paperless office, this is undoubtedly the worker. There is nothing better than to motivate them and make them active participants in the process of achieving the goals we have set. Also if the staff is young, it will be even easier.
- Train your employees: Once your employees are aware of these sustainable policies, it would be good to offer them training courses. Placing in each department a technology enthusiast can be a great idea to spread the process among the workers most resistant to change.
- Lead by example: If managers and heads of various departments stop using paper, then this will help motivate workers to do the same.
- Outsourcing: Hire a specialist supplier and prevent your employees from doing all the work. Thereby gaining in productivity and avoiding any possible mistakes.
- eInvoice: Accounting is one of the most critical areas of a company. If you introduce the concept of electronic invoicing, you will be able to speed up internal processes and reduce customer response time.
- Share your success: Informing employees of positive economic and environmental results achieved by the company after the implementation of eco-responsible policies, can encourage employees to continue this trend and even offer ideas to make the new processes more efficient.