Framing the approach to an issue, from the track taken to addressing a certain industry practice to changing administrative concepts, can often affect adoption and adherence.
Stakeholders at businesses that want to switch to paperless processes like electronic document storage should determine the most important issues when presenting the idea to others at the organization. Because environmental impact is often the first consideration among early advocates, there may be too much focus on that part of the overall concept. A cohesive presentation of all the benefits that going paperless provides, from a limited ecological footprint to significant time savings and reducing spend, can be a more effective method of convincing others to make the switch.
Director of Finance magazine recently discussed the advantages of using forms automation and other electronic office functions, with a focus on the financial bottom line.
Paper consumption is wasteful by a variety of definitions
With the availability of paper-free processes for recording, organizing, locating and reading a wide variety of documents and forms, the continued, widespread use of paper in business functions creates unnecessary waste in both the environmental and financial senses. U.K. recycling organization WRAP points out that in that country, an average staff member at a business may use as much as 45 sheets of paper per day. In broad terms, this statistic can also apply to paper use in the U.S.
It’s simple to see that once a business makes the initial purchases of scanning technology and services from a trusted paperless conversion provider, the reduced spend on paper, printer ink and other associated items will be diminished significantly. A cost that may be less apparent is increased time spent searching for and locating documents – employees that have to spend time finding the right physical document aren’t getting more valuable work done.
Paperless can spread to a variety of business avenues
The U.S. Small Business Administration points out that once an electronic system is in place, its benefits can be realized across a wide variety of organizational systems. After electronic document management is established, files can obviously be viewed internally and exchanged through email. An under-recognized benefit may be the use of electronic fax systems to advance paperless practices.
These platforms eliminate the paper needs of the last few systems that seemingly require physical documents. Although recipients may still be using hard copies to send and receive, your business will have done its part to reduce costs and paper waste.