Are you looking to save space, time and the environment? Creating a paperless office can work wonders for firms hoping to streamline processes and move completely to a cloud-based system. The great news is you don’t have to do it all in one day, but you can start slowly moving towards the goal of being a paperless office today. Here are five steps you can take to reduce the clutter and save money by removing excess paper from your accounting firm.
1 Organise your paperwork
Do a mini audit of your current office space. What papers do you and your employees have sitting around? Divide them into categories so you can understand what types of documents are constantly being printed and start to formulate a plan on how you can reduce or eliminate them in the long run.
2 Do your research
Find out what digital resources or online applications could solve your paperwork problems. If your paperwork issues are around documents that need to be shared, turn to an online collaboration tool like Google Docs or Trello. If it’s financial information for clients or your own business, try a cloud-based accounting system like QuickBooks. You might not be able to solve every problem immediately, but you can start to understand how you can make the most of technology.
Find out more about how technology can benefit your workplace, in our free Technology Disruption ebook.
3 Review your internal processes
It’ll take some time but you’ll need to slowly start to change your internal processes. Whether it’s implementing a chat or video system so you don’t have to print out any meeting notes or presentations or changing your procedures around signing documents and making the move to electronically-signed contracts, change will be necessary.
4 Move away from printing
If your office has always been very relaxed about printing procedures, it might be time to get your employees onboard with your desire to move to a paperless office. This may involve asking them to think twice before using the printer – or even restricting printing access. Again, it may take time for everyone to adjust, but eventually, you might notice a significant saving in printing costs within the office.
5 Buy what you need
There may be some additional costs when you first start switching over to a paperless office. Staff may require extra computer screens for when they are perusing complicated documents. You might also need to sign up to digital subscriptions or apps to help your team collaborate and get organised online. However you can help move your firm towards being completely paperless, the better it will be for you and your business in the long run.