Paper is one of the significant reasons for the degrading environment. We are taught about the harmful impacts of paper on the environment since childhood. Yet, the paper count in the world is increasing day by day at a significant rate. Take a moment and analyze thoroughly. You’ll see that countless things are made of paper that we use in our day to day lives. Starting from the essential everyday morning newspaper and magazines to storing information and printed books. We also use paper in our kitchen, washroom, cars, and even packaging materials. Businesses use paper daily, ranging from paper clips to fax machines, and many more. The list is endless. According to statista, the global production of both paper and cardboard combined was more than 400 million in the year 2018.
Huge, right? Well, pollution from paper waste materials is not at all surprising news right now. It has a directly negative impact on the overall environment. Thus, it is high time. Companies are finally taking the lead and going all paperless with the latest technologies available! And one such unique alternative small businesses can adopt is document management software! With such software, all the regular business activities are highly convenient and seamless. How? Let’s dive into more details.
What are the benefits of going paperless?
The benefits of going paperless in an organization or business is widespread, yet a few significant ones would be:
- Seamless document transportation
Transferring or sending documents manually is a tedious process and is highly inefficient. Running through various departments to get that one document is undoubtedly frustrating. A paperless office strategy will help better transfer documents and data since you need to attach the required documents and transfer them within seconds. It is that easy and quick!
- Easy marketing
Marketing is another significant factor of a small business that can either positively or negatively impact the brand. Manually marketing via the usual paper campaigns is definitely outdated. Switching the marketing via email and newsletters is a great paperless office strategy. It is a lot less time consuming and requires lesser effort. Furthermore, it is a much better cost-effective option. Best part? It also has a better response rate. Send out email newsletters and offers to all your subscribers. Update all the social media pages, including Facebook, Twitter, Pinterest, and instagram, and you already have a better edge!
- Less prone to damage
Manual documents and data have high chances of getting misplaced, stolen, or even damaged. Fire and other natural disasters are some powerful means to the loss of such essential information. And in case you do not have copies, then be assured that they are gone for life! There is no way of getting that crucial documentation back. Thus, going paperless via such document management software will ensure that everything is saved securely in the automated database without unexpected risks.
- Getting rid of unnecessary equipment
Once you have switched to the digital modes for your paperless office, you might have some dormant equipment in your office that was used to produce paper waste daily, like printers, copiers, fax machines, and so on. You might sell them without the hassle and gain some extra bucks, or maybe discard them. Discarding these bulky office machines will also give you a better storage space, which you can use for better core processes.
- Financial benefits
If you have a small business, the chances are that you have a limited budget. And suing paper will require adding upgrades or replacements of that expensive office equipment. With document management software, you can save up a massive amount of your business’s everyday expenses. Instead, invest it in other core activities that can help in the overall growth in the metrics of the business.
- Easy access
How many times have you struggled to find that one specific document in those crumpled files and stacks of racks with piled-up files? Probably every time. With a paperless document management software, you need not face such situations. It just takes seconds to find a document. You can pull out the client info or that vital record in a quicker manner! You can easily store and access it on the go. Furthermore, with a cloud-based file system, you can readily access all the critical data and information very easily from almost any device and any geographic location. You can easily find all your due invoices and payment receipts in a single database and can take instant implementations whenever required.
- Easy changes
How many times have you discarded piles of papers while editing or changing a specific document? Updating the information or data whenever required results in edits and wastage of paper. Using document management software can help you make the changes easily with zero paper waste. You can also track all the versions and the changes simultaneously as you make, which is a fascinating feature. Implementing the changes in future processes will result in better growth and efficiency.
With the world-changing and the environment degrading at such a high rate, we must take the necessary steps quickly to save the environment. Remember, every single contribution to save the environment makes a significant change. Implementing a smart paperless office strategy like a document management system has countless significant benefits that will eventually aid in its growth.
You also have a better edge amongst your competitors since going paperless will help in a better rapport with your customers. Suppose you are still stuck with those traditional methods and processes using paper. In that case, you are losing out on a lot of perks! There are pretty much zero downsides here, and thus, this is undoubtedly a profitable switch for all small businesses. Therefore, get onboard and switch all your business processes to a paperless office today for better convenience.