The most significant step for most businesses switching to electronicdocument management and other practices is usually the initial conversion process.
Converting to a paperless office requires scanning a large amount of documents and educating employees in new workflows and storage procedures. While all of these efforts certainly pay off in the long run, there’s more work involved in changing over to a paperless office than maintaining one.
However, there are some pieces of advice that can help companies that have been long-time users and advocates of business process automation and other paperless functions. Here are three tips for keeping a paperless office running smoothly:
1. Provide an outlet to write important things down
With the advance of high resolution computer screens and mobile devices, the differences between viewing electronic and hard copies have all but been eliminated. Note taking is also a very easy task when devices are used, as written words or voice memos can both be recorded. The one area where physical items currently have some advantage is large, display writing. During a meeting, it can be difficult to coordinate the display of important information. Explore B2B suggests businesses use a whiteboard for group sessions where explaining important concepts is necessary.
2. Maintain educational materials for new and old employees alike
Although worker education during the paperless conversion is usually a priority for businesses, it can fall by the wayside after the office has gone digital. Companies should maintain and update some simple learning materials so that staff members can be given periodic reminders about the functions of electronic business practices, as well as new information about changes and updates. Microsoft Business points out that there can be a \learning curve for those unaccustomed to going paperless, so maintaining these materials means that new hires will also be able to easily join in and take advantage of the benefits of a digital office.
3. Promote the positive changes
Letting employees know that the new systems they’re using are making the company more financially stable as well as helping the environment can keep enthusiasm strong after the initial change is completed. Benchmarks and rewards can even be used to recognize staff contributions to the overall effort. Because companies can save a significant amount of money soon after switching over to an electronic office, catering lunch in reward for compliance with paperless policies may be a good way to incentivize the practice.