Through 2020, homeworking has become widespread due to lockdown restrictions, causing a greater need for online practices. However, businesses relying on paper documents may have struggled to adjust to this new workstyle.
In recent years, many companies have upgraded to digital storage systems, but several are still reluctant to adapt to new in-house methods. If you’re not sure whether going paperless is right for your business, here are seven benefits that might change your mind.
1. Save time
If an urgent enquiry occurs and calls for information that you have on record, searching through paper documents can take a long time. This delay may frustrate your colleague, client, or customer, who is waiting on the file. However, it’s much quicker to find online documents as you can identify it by typing out the specific detail you’re looking for.
It also takes up valuable working time to organise the paper files, which staff could use instead to complete revenue-generating tasks.
2. Enhance efficiency
Online tools such as Google Drive, Microsoft Teams, and Trello, can help you organise, monitor, and share your files to improve workflow and productivity.
If your company sells goods internationally, it’s much easier to organise the relevant files digitally. The trade management software, ManSys, enables you to manage your global businesses strategy, which may include producing smart and tailored documentation, through one platform.
3. Minimise damage
Paper is extremely vulnerable to wear-and-tear. When stacked on somebody’s desk, paper files can get ripped, mishandled, or even get hot drinks spilt on it. Even when you organise paper into a storage system, it can still erode over time due to temperature, light, dust, or cleanliness.
Converting the files to online versions reduces human error and the lasting effects of external influences. However, you may need to update digital files occasionally to suit the type of device you’re using.
4. Optimise data protection
Loose paper documents can easily get misplaced due to human error or a lack of organisation. Losing files containing sensitive information, such as invoices and personnel details, puts the business at risk of breaching General Data Protection Regulation (GDPR). Failing to comply with these requirements could result in a large fine and a hindered reputation.
Although data protection rules still apply with online files, and there are cybersecurity risks to consider, digitising the documentslessens the chance of them getting lost.
5. Help the environment
Limiting your paper usage is a great way to reduce your environmental impact, especially if employees frequently throw away paper after using. But it’s not just eliminating paper waste that’ll help your business go green, as it’ll decrease your use of printers and ink cartridges too.
6. Save Space
Paper documents can soon create clutter around the office. Even with an organised storage system in place, physical files, filing cabinets, and bookshelves will take up room that could be used for other purposes, especially if you collect documents over a long time.
Highly stacked paper can also be a safety hazard if it topples over or blocks fire exists. Putting all files online will clear space to create a better work environment and accommodate a growing team.
7. Access documents easily
When documents need to be shared, viewed, or edited by multiple people, it becomes much more complex when it’s a paper file. Having an online version that can be accessed by the necessary people from anywhere and at any time is much more convenient, especially when working remotely.
Going paperless and changing procedures might not seem like a priority, but the benefits it can provide will only enhance your business. Digitising your documents has also never been simpler with the modern technology available.