level of comfort in the familiarity of old habits, a sense of overwhelm at the
thought of tackling difficult jobs, and a resistance to change are all common
reasons why business leaders decide not to take their operations paperless.
Unfortunately for those leaders, their lack of preparation in a period of
digital disruption may come at a hefty price.
the amount of effort and implementation costs for going paperless may seem
intimidating, successful integration of a paperless approach to business can
yield many benefits.
Faster services for clients
is the new currency of business, and going paperless at the office is one of
the most efficient ways to increase your business velocity. The high rate of
interconnectivity in today’s market has made consumers expect near-instant
results, which can be difficult to deliver when your employees need to sift
through hardcopy documents to deliver a service. Some studies indicate that
employees of companies that rely on paper may spend up to 30 percent of a
workday organizing or searching through documents.
paperless improves document organization at your office, allowing employees
faster access to invoices, receipts, and other personal data needed to provide
services to clients. Your firm’s ability to negotiate and execute a speedy
service can mean the difference between being a competitive company and losing sales to your business rivals.
Increased internal communication
rate of business velocity is also affected by the speed with which your staff
members communicate among themselves and how quickly the chain of communication
reaches you. An efficient business leader delegates decision-making
responsibilities to qualified employees, but problems will still rise from the
bottom of the office hierarchy, requiring the attention of those at the top.
is also an aspect of business where a paperless approach can give your company
an edge. Digitizing your internal documents makes them easily shareable,
whether via e-mail or through document-sharing applications integrated into
popular e-mail platforms. E-mailing relevant notes and files about an issue
that requires the direction of management saves time by diminishing the need to
track down a supervisor who may be out of the office, in a meeting, or
elsewhere in the office building.
document-sharing applications allow multiple employees to work on, edit, and
discuss a single document simultaneously. This can enhance the efficiency of
projects by eliminating many of the distractions that come with physical
Reduced operational costs
initial investment required to create a paperless office will incur costs for
necessary transitional elements, like data storage, software, and conversion
services. Some businesses will also need to direct scanning responsibilities to
its employees, which can seem like a sizeable time investment for any business that
has relied heavily on paper in the past.
the initial price tag, a paperless office will reduce operational costs, such
as purchases for office supply items like paper, printer ink, envelopes, and
postage. Perhaps the most cost-effective element of paperless operations is the
amount of time your employees will save when not required to coordinate paper
bill pay, checks, invoices, or hardcopy document deliveries. The time that your
staff does not spend organizing and searching through paper is time that they
can direct their talents to more important tasks within the company.
Enhanced data security
the increase in data breaches over the last few years, the idea that a
paperless office can enhance data security may seem counterintuitive, but it’s
actually your best bet for high-level protection. The interconnectivity of
devices is still in its early phases, but year after year new and better
security systems are implemented. Conversely, any sensitive information
documented on paper can be lost, stolen from filing cabinets, or destroyed in
accidents like fires or floods.
for a paperless office increases your data security by allowing you to control
who sees what information within your company. Sensitive data can be secured
through multi-tiered security approaches, and employees can be given access on
a need-to-know basis. Additionally, digitized data can be backed up and stored
through cloud computing or on off-site hard drives, which is a solid precaution
against the loss of valuable documents.
Instant access for offsite work
business methods typically require employees to work at a company’s physical
location in order to achieve maximum operational efficiency. Relying on paper
documents stored in one office limits the amount of work you and your staff can
perform when out of the office.
a paperless business approach, employees have no obstacles in the way of
achieving usual levels of efficiency from offsite locations, which helps your
company maintain business velocity no matter where your employees work from.
All content needed to attain usual levels of productivity can be accessed with
the click of a button when company tools and files are stored within the cloud.
Companies like DocuSign even allow you to sign legally binding documents from your
More office space
company that relies on paper needs a secure place to store the many pages of
documents created as a result of its daily operations. While a single sheet of
paper is not difficult to store, the secure filing cabinets that many business
owners rely on for storage can take up many square feet of office space. Too
many pieces of office equipment in a small space can cut into the efficiency of
your office floor plan, or even require you to spend more on rent for a larger building.
operations can give you more options for floorplan layout and increase the
number of employees you are able to hire for work at a single location.
Additionally, it frees up desk space, which research indicates can increase
levels of productivity and efficiency for employees—and profitability for your