Since the invention of the typewriter, the paper has been a key player in organizations. Although e-mail has contributed to the reduction of physical correspondence, most formats, from contracts to invoices and surveys are still made on paper. Therefore, deciding to eliminate it at work is a task that requires not only a change in internal processes but also a cultural turnaround.
It involves digitizing existing documents, creating intelligent “tags” to find the critical information in them and helping to launch new workflows where the tasks that were previously done on paper become digital.
Today I want to share five tangible benefits of the “Paperless Office”:
1. Optimization of the use of Space!
Although it is the most obvious, do you know how much space does the office occupies on average of paper? According to the experts, the paper holds on average 15.3% of the area in the offices, and when applying policies of use of digital formats, this would be reduced to 7, 4%, which would lead to an 8% decrease in general office costs. It points out that exclusively electronic files divide by two the space needed to store paper in five years.
2. Improve Communication with the Customer!
Fast and accurate response to customers has become a key factor for organizations. It is no secret that current consumers go to social networks and other channels to report good or bad service and despite the fact that the call centers are centralized, it is essential to have easy access to correspondence and documents of the clients to be able to offer correct answers. For their part, the Human Resources areas need to answer requests, and for this, they should consult letters, certificates, and other formats. Intelligent scanning instead of resorting to paper files become the best ally in these cases.
3. Easy access to Documents and greater Employee Mobility!
The growing trend towards teleworking gives the employee greater flexibility and often greater job satisfaction. In addition to intelligent search solutions for digitized information, today there are scanners with applications that facilitate the transfer of data to smartphones and tablets and allow users to share information quickly, avoiding errors and with security and privacy required by the organization. Intelligent scanning helps make remote work more efficient by allowing teleworking to become a reality without affecting performance.
4. Simplification of Processes!
The processes that may take days or even weeks to complete due to the “paperwork” that needs to be completed. Avoiding “information jams” and being able to mobilize the contents that efficiently arrive at the organization is a great reason to leave aside the paper. Access to information, being able to share it simply when needed and responding quickly to customers by having all of their history at hand are significant benefits.
5. Help the Environment!
Without a doubt, the most significant benefit is for the planet. Paper production and consumption destroy millions of trees every year. The measures we take every day to help the environment is not enough. With the digitization and management of information, we can ensure less paperwork.
The million dollar question is then? What is the best way to eliminate the role of companies? The answer is quite simple: for example, transforms all correspondence into electronic format and automatically redirects it to the most appropriate area. Similarly, the recognition software can capture the information in a document and link it to the company’s processing system. Communications from customers to consumers, citizens, suppliers, and partners can reach the company through other channels such as email, web, etc.