Going paperless is good for the environment, sure. But it’s also good for your brand image and your bottom line, too.

Using less paper is good for the environment and being environmentally conscious can help you engender a more positive brand image, but going paperless has other advantages, as well. Ditching the paper can help streamline your processes, reduce errors, and save you money. In this article, we’ll give you nine tips for taking your company paperless.

9 Helpful Tips for Taking Your Company Paperless

As you move from filing cabinets and paper billing to environmentally friendly electronic systems, our best advice is to take things one step at a time.

As you move from filing cabinets and paper billing to environmentally friendly electronic systems, the best advice is to take things one step at a time. Start with your billing, for example, then move to customer correspondence, then employee time sheets. Here are some tips to help you get started:

1 Digitize All Your Documents

This can be a labor-intensive process, but there are plenty of document scanning services that will scan and organize your files for you. Having important documents stored in file cabinets can put your business at risk if files ever get lost, stolen, damaged, or destroyed. Having your files stored digitally makes it easy to back up your files regularly, protecting your business in case the unthinkable happens.

Another benefit is that digitizing documents instead of entering information manually saves time and human error. An electronic document management system makes it harder to misplace documents and easier to find them if you do.

Going paperless also saves wear and tear on printers and copiers. Plus, the less you use them, the less you’ll spend on expensive ink and toner.

2 Decide on a Data Storage Solution

Depending on your needs, you might decide to use a cloud storage service, purchase a server for your office, or host your data at an off-site location. When choosing any of these options, you’ll want to make sure you have a plan that regularly backs up and archives your data to prevent loss, keeps sensitive data secure, and gives employees the access they need.

Going paperless means employees can work remotely when they need to without having to lug a briefcase around or remember all the documents they need – and then remember to bring them back to the office. It also means that when an important customer has an off-hours emergency, you don’t need to go running to the office.

3 Research Web-Based Applications and Software Programs

Web forms and active PDFs are just two examples of digital technologies that can streamline your document creation and management. Combine these with data management software designed for everything from timesheets to billing, and you’ll be on the road to developing a comprehensive, integrated solution that is customized especially for your business.

4 Move as Much Correspondence as Possible to Email

Email receipts make it simpler for customers and customer service representatives when an issue needs to be addressed. Paperless billing and email reminders also offer added convenience and cut down on costs. If you don’t offer paperless billing or email receipts, find the appropriate software solution and develop an implementation strategy.

5 Digitize Your Internal Processes

Filing and tracking paper documents and using manual logs and ticketing systems can be time-consuming and tedious. If you use logs or ticketing systems to track internal workflows, shipping, or deliveries, be aware that plenty of customizable software options that will help you streamline your business functions, reduce errors, and increase productivity are available.

6 Provide Training and Documentation

Any time you implement a new system, take time to ensure that your employees are trained to use it. Provide ample documentation they can refer to while getting used to the new system. It can also be helpful to let them test it out before it goes live and give them the opportunity to ask questions or provide feedback.

7 Communicate With Clients and Customers

Clients and customers should be given ample notice of any policy changes or system upgrades that may affect them, so they have time to make any necessary adjustments. In most cases, you’ll be making welcome upgrades that make life easier for everyone, so use the opportunity to send multiple reminders and boost your brand image.

8 Implement Security Protocols

With all your company data now stored in a digital format, you want to make sure you develop companywide policies and systems for managing passwords and handling information.

9 Give Your Employees the Equipment They Need

If you want to take full advantage of paperless systems, your employees may need upgraded tablets, phones, or other devices to help them do their jobs more efficiently. Making sure all your employees have the access they need when and where they need it is key to improving productivity.

eStatements

As you move toward a paperless workplace, take advantage of eStatements. You can get eStatements for free and signing up is easy, and if you’re already using online banking, the transition is seamless.

eStatements provide a safe and simple way to view your statements online . They’re delivered to your email inbox (with the option to print on your own), don’t require monthly shredding, and won’t take up unnecessary storage space. The statements look and function exactly like traditional paper statements. In addition to convenience, when you sign up to receive eStatements, you can:

• Use less paper and energy for printing.
• Avoid postal delays and receive your statement faster.
• Cut the clutter, and access your statements online, anytime.
• Protect your financial information from potential identity thieves.

To get started, reach out to your financial institution.

Grow Your Business. Save Trees.

Going paperless requires some upfront investment, but once you make the commitment, you’ll start to see the increased productivity that results from streamlining your processes. This will enable your employees to serve more customers and do more to grow your business. If you have questions or need help managing your business finances, reach out to your financial institution.

0