How to Go Paperless: almost everything you need to know
Do you want to know how to go paperless in your organisation? Going paperless can bring enormous advantages to your business. Reducing the use of paper can save money and resources, improve transparency, and help the environment at a time when deforestation is very much in the news.
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Why do businesses still use paper?
According to Quocirca.com &#; a provider of market insight and intelligence to print industry businesses and technology leaders &#; many businesses remain reliant on print to some extent. Quocirca&#;s Global Print study shows that 65 per cent of IT decision-makers believe that printing will be necessary to their daily business in six years. There are several reasons why companies are still using paper, and industries like finance, insurance, mortgages, and healthcare can still be heavily reliant on paper and paper-based processes. Paper is often used in business workflows for onboarding new customers and employees, invoicing or printing and filing documents in those industries. However, it is possible to review existing practices and plan to reduce paper use in your organisation going forward by going digital. Organisations need to embrace change and adopt new ways of working to reduce their paper use.
The business advantages of going paperless
Do you want to eliminate paper in your organisation? While it&#;s clear that not every business has the ability or desire to ditch paper immediately, there are clear business advantages to reducing paper waste from your daily work life. So what are the advantages of going paperless?
Aside from direct impacts on your business, a paperless office can also provide indirect benefits, such as improved customer experiences. The Forrester Consulting State of Systems of Agreement Report , commissioned by Docusign, demonstrates that 57% of businesses said better customer experiences were one of the benefits of implementing digital agreement processes, and 54% said they experience faster deal cycles. It can also contribute to your in-house environmental, social and corporate governance (ESG) targets and play a role in your corporate social responsibility (CSR) programme too.
How businesses can go paperless
Just how easy is it to go paperless? Technology is a crucial enabler and can make it relatively easy to start going paperless straight away. Here are three easy steps to going paperless. It&#;s a good idea to pick one or two areas to digitally transform, create a paperless workflow and then roll these out across your organisation.
Embrace the Cloud - Create paperless document management. Storing documents in the cloud using Google Drive, DropBox, or Microsoft&#;s One Drive allows users to share documents effortlessly.
Use Paperless Signatures - using electronic signature software like Docusign eSignature eliminates the need to print, sign, scan or post contracts and documents. Instead of using paper documentation, documentation management software and systems can help you to digitise processes.
Create digital receipts - send receipts via an app or to cut back on paper usage; this is particularly relevant for retailers.
Make all of your contract and agreement workflows digital. Streamline onboarding and other agreements with contract lifecycle management technology.
Going paperless and sustainability
Deforestation is out of control, and a report showed that the Brazilian rainforest had hit the highest levels of deforestation since . Going paperless can have a clear impact in helping to save forests and contribute to environmental sustainability. Docusign has helped hundreds of millions of people around the world to replace over 38 billion sheets of paper with digital processes that do not require paper.
What should I know about going paperless?
Going paperless in your organisation has advantages for the environment and your employees. It also drives speed and efficiency. Going digital with your business processes can help you. Technology is available that is simple to implement and use, like e-signature tools and online document storage solutions such as Google Drive and Dropbox.
How can I start going paperless?
You can start going paperless by embracing technology. Start new good habits by not printing out documents and using an electronic signature tool like Docusign eSignature to get documents signed online. Start storing your documents in the cloud using Microsoft OneDrive, Google Drive or Dropbox. Once you have started with these easy-to-implement solutions, you can start to identify other workflows that can be digitised. For example, you may want to streamline your HR processes for recruitment and onboarding or use contract management software.
What should I do to avoid wasting paper and going paperless?
Some simple ways to reduce paper from your daily work life include taking paperless notes and avoiding printing out documents. Using electronic signature software eliminates the need to print, sign, and post documents. You can also inspire teams to save paper by tracking the environmental impacts of your paper usage with an online calculator.
Going paperless
Going paperless gives businesses the option to benefit from streamlined processes, cost savings and better security of essential documents. It can also play a role in addressing broader ethical and moral responsibilities that are important to consumers, such as deforestation. While it can be a challenge to go paperless, it should surely be a consideration for any forward-looking business in the digital age. Go paperless today and start a free trial with Docusign eSignature.
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Embracing a paperless home is not just an eco-conscious decision; it's a game-changer for your personal efficiency and space management. If you're aiming to cut down on paper waste, slash printing costs, or elevate your organizational game, transitioning to a paperless environment is your key to success. This guide provides you with a strategic roadmap to revamp your home into a digitally efficient hub.
1. Digitize Your Documents
Initiate your paperless revolution by digitizing critical documents &#; think bills, receipts, and legal papers. Leverage the latest in scanning technology or efficient smartphone apps to convert these documents into digital formats. Expertly categorize them in cloud storage or your personal database for seamless retrieval.
2. E-Bills and Statements
Switching to electronic billing and statements is a strategic move towards a more organized and eco-friendly approach to managing your finances. This transition not only significantly reduces the amount of physical mail you receive but also streamlines the process of tracking your expenses and payments.
With e-bills and e-statements, you can easily access your financial information online, often in real-time, making it simpler to monitor your accounts, spot discrepancies, and plan your budget. This digital transformation not only aids in decluttering your physical space but also provides a more efficient and accessible way to handle your financial affairs, making it easier to stay informed and in control of your finances.
3. Digital Notes and Lists
Abandon traditional notebooks for sophisticated digital note-taking solutions. Tools like Evernote or Google Keep don't just store your notes &#; they organize and synchronize them across all your devices for unmatched accessibility.
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4. E-Books and Digital Reading
Join the digital reading revolution. Opt for e-readers or tablets and explore the vast world of e-books and e-magazines. Many public libraries now offer a plethora of digital reading material &#; a cost-effective and space-saving solution.
5. Streamline Your Mailbox: Tackling Junk Mail
Minimizing junk mail is a crucial step in maintaining a clutter-free and environmentally conscious lifestyle. By using services like DMAchoice, you can effectively filter out unwanted mail, reducing the influx of unsolicited catalogs and advertisements. This proactive approach not only declutters your mailbox but also significantly cuts down on paper waste, aligning with eco-friendly practices.
By customizing your mail preferences, you take control of what reaches your mailbox, ensuring that you only receive relevant and desired correspondence. This simple yet impactful action contributes to a cleaner, more organized living space and promotes sustainable living habits.
6. Optimize your Scheduling with Digital Calendars
Transitioning to digital calendars opens up a world of enhanced scheduling efficiency. By using applications like Google Calendar or Microsoft Outlook, you gain access to features that far surpass traditional physical calendars. These include setting customizable reminders, sharing your schedule with others, and integrating various aspects of your life - from work meetings to personal appointments - in one place.
The key advantage lies in their ability to synchronize across all your devices, ensuring you have real-time access to your schedule whether on your , tablet, or computer. This seamless integration means you're always informed and prepared for the day's events, enhancing your productivity and time management skills.
7. Online Banking and Electronic Payments
Transitioning to online banking and electronic payments is a transformative step towards a more efficient financial lifestyle. This digital shift not only reduces the need for paper-based transactions like checks and bank statements but also offers a more streamlined approach to managing your finances.
With online banking, you gain immediate access to your accounts, can easily track your spending, and quickly transfer funds. Electronic payments simplify bill paying and reduce the risk of late payments, ensuring a smoother financial management experience. This modern approach to handling finances not only supports an eco-friendly lifestyle by minimizing paper usage but also enhances the convenience and effectiveness of your financial tracking and planning.
8. Cloud Storage Solutions
Incorporating cloud storage services such as Dropbox or Microsoft OneDrive is a strategic move for safeguarding and accessing your digital files. These platforms offer robust security features to protect your data, along with the convenience of accessing your files from any location with internet connectivity.
Regular backups to these cloud services are crucial, ensuring that your important documents, photos, and other digital assets are preserved and retrievable in case of hardware failures or other unforeseen circumstances. By utilizing cloud storage, you not only ensure the safety of your digital content but also enjoy the flexibility and accessibility it provides, making file management more efficient and reliable.
9. Eco-Friendly Paper Disposal
Dispose of unavoidable paper waste responsibly. Shred sensitive documents and champion recycling to make a positive environmental impact.
10. Consistency is Key
Transitioning to a paperless home is a process. Stay dedicated to this digital shift and patiently guide your household through these changes for optimal results.
11. Educate Your Co-Inhabitants
Ensure everyone in your home is on board with the paperless plan. Education is crucial for maintaining an effective and lasting paperless environment.
12. Track Your Progress
Regularly assess your paperless strategies and identify opportunities for further improvements. This continuous evaluation will fine-tune your approach for peak efficiency.
Wrapping it Up
Picture this: your important documents, now digitized, are accessible from anywhere, at any time. Your mailbox is no longer a graveyard of unwanted junk mail but a space of curated, essential communication. Financial management? It's a breeze with e-bills and online banking, keeping you in the know and in control, effortlessly.
But it's more than just personal efficiency. By going paperless, you're joining a movement, a collective step towards a greener, more sustainable world. You're reducing waste, cutting down on resource consumption, and setting an example for a better future. This change isn't just about adopting new tools; it's about embracing a lifestyle that values simplicity, organization, and environmental stewardship.
With each digital step you take &#; from paperless document management to digital calendars &#; you're not just organizing your life; you're revolutionizing it. You're harnessing the power of technology to create a living space that's not just efficient but also responsible and forward-thinking. So, embrace these changes and enjoy the journey towards a cleaner, more organized, and sustainable life. Welcome to your paperless home &#; where innovation meets intention, and where every digital stride contributes to a brighter, greener tomorrow.
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