How to Transition your Office into a Paperless One

Every year offices spend more money in archiving, disposing, and storing paper products. Paper is a culprit of sacrificing the Earth’s resources and a junky and cluttered office! Several offices have started to convert into a paperless office that uses electronic and ‘virtual’ forms of storage to reduce paper usage and to become more organized. Here are tips to start the transition, and bring your office out from the piles of paper it currently is lost under.

  • Use electronic archiving: Depending on your current office and their archiving process of important papers and documents, different methods will work better. Instead of storing papers in filing cabinets and storage rooms, start having paperwork scanned, categorized and placed on CD’s, DVD’s or other electronic means that works well for your office. There are several online based companies that will take your receipts, and paperwork and archive them and put them into a Microsoft Office – Excel, Word, Money, format, and then you can shred the paper versions.
  • Use electronic communication instead of paper: Do away with paper calendars in the office, and memorandums that are sent to coworkers in-boxes. When setting up meetings, and checking in or out on the sign out sheet, convert to electronic messaging, meetings, and calendars to keep coworkers in the loop. Electronic versions can be synced with coworkers electronic schedules and will save the excuse – ‘I must have not got that message’.
  • Convert your clients to paperless systems: Whether you’re a doctor’s office or you sell paper products, if you have clients and or customers you can help convert them to a paperless system. Many stores like the Apple store have already implemented a receipt system that can be emailed to you. In your office consider getting an electronic sign in computer like many pharmacies use, and ask clients/customers if they’d like to sign up for newsletters or coupons by email.  This will help your office convert to a paperless system easier, and your customers will appreciate your conscientious shift to a greener environment.
  • Wean off of notepads and scrap paper: Who doesn’t get in the habit of reaching for a notepad anytime they need to jot down a note? Notepads can waste a lot of paper, plus you have to keep up with the paper once you’ve jotted it down. Try to use electronic smart phones, PDA’s or electronic tablets/computers to jot down your information. You can keep all your ideas in one place and save paper at the same time.

Your office doesn’t have to go through withdrawal to convert over to a paperless one. Once this lifestyle shift occurs at your office, the tendency to carry on similar practices at home will soon be natural. Saving paper, space, money and the Earth’s resources are all great reasons to transition your office to a paperless environment.

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