And that’s important.
Because according to 2016 paper consumption statistics, the average US office worker uses some 10,000 sheets of paper every year! While it would be rare to eliminate all paper from the typical office environment, the more of your workflow you can automate, the better off both the environment and your bottom line will be.
The pursuit of paperless solutions in the workplace can cut overhead costs and boost employee efficiency.
Setting the obvious cost of all that paper aside, consider the following scenario.
A customer calls your paper-based business to question an invoice. Your employee puts the customer on hold, walks to the file storage area, locates the document in question, walks back to their desk, and resumes their conversation. Sometimes that same customer will request a copy of their invoice or some other type of supporting documents. These will need to be found and faxed, or copied and mailed. And once the issue has been resolved, everything will need to be refiled.
A simple customer query can consume enormous amounts of time. But you can avoid all this by introducing basic digitalization into various areas of your business. Some of these areas may include (but are certainly not limited to):
Some of your clients or suppliers may not be set up to exchange bills and payments electronically. There may even be security issues surrounding the storage of digital files within specific industries. But for the most-part, switching to a paperless office in some form is doable if you tackle it a step at a time.
Before we consider the inherent advantages of a paperless business platform, let’s get the downside out of the way. Here are some of the negatives associated with striving for a digital workflow:
Every business owner must weigh the pros of a paperless approach against potential pitfalls like these. But remember: “paperless” is a spectrum. It’s up to you to determine how much digitalization is right for the size and nature of your company.
Now let’s take a look at some of the benefits you can expect to enjoy when you take steps to green your business.
To begin with, reducing unnecessary paper processes reduces your organization’s carbon footprint. It’s also one of the best ways to cut expenses related to office supplies (think postage, envelopes, toner, and equipment maintenance), and to ramp up productivity in the workplace. Here are some additional factors for you to consider:
Going digital means your business can benefit from the integration of software platforms like Salesforce and QuickBooks. Electronic databases improve workplace organization and provide a detailed view into your company’s processes and progress. They also allow you to set up workflows where time-sensitive tasks are streamlined and crucial employee reminders and notifications are triggered automatically.
Adopting a paperless business platform can take time, so don’t be afraid to start slow. After all, with the US consuming a staggering 9,125,000,000 tons of paper each year, even the simplest of changes can help your business become part of the solution.