Go Paperless: 7 tips to make a paperless office real

Paperwork makes the world go round but that doesn’t mean you have to use paper to get work done. Today, more than ever, it’s important to go paperless to reduce your carbon footprint and do your part to protect the environment.

To that end, this guide provides the insights you need to make a seamless transition and go paperless. You’ll learn how to audit your current organization, develop a solid strategy to go paperless, and provide useful tips to ensure it works.

Assessing the Current Paper Usage before you go paperless

Before you can improve, you’ll need to know where you are. This will allow you to create SMART targets and speed up your transition to a paperless environment. Here are some considerations to help you in this process:

1. Identify paper-intensive processes: What processes are paper-intensive in your organization? This could include routine documentation, record-keeping, approval workflows, agreements, etc. The goal here is to figure out how much paper is used in each process.
2. Analyze paper consumption patterns: Evaluate the reasons behind paper usage. Are you bound by law, is it the norm in your industry, or other things that force you to use paper documents? Identify any legal or compliance obligations that may impact your ability to go paperless.
3. Assess the cost of paper usage: Tally up the costs of paper usage. Don’t consider the costs of buying paper alone. Also take note of the related expenses. This includes storage, printing, damage, photocopies, and more. Don’t forget about indirect costs like the time spent on creating physical documents and manual processes or the costs of errors.
4. Identify opportunities for digitalization: Look for areas where digital documents, electronic signatures, and online collaboration tools can replace paper-based counterparts. What technology can be used and how flexible are your existing systems in terms of integration capacity?
5. Evaluate document management systems: Explore document management systems that can support your paperless initiatives. Look for general features like document storage, version control, search capabilities, and security measures. Consider making a list of features that may be unique to your use case. Indicate the must-have features and the nice-to-have features. It’ll be easier to shortlist relevant tools this way.
6. Address legal and compliance requirements: If you operate in regulated industries or jurisdictions, ensure that going paperless aligns with legal and compliance requirements. Consult legal advisors or regulatory authorities to ensure that electronic documents and signatures meet the necessary standards.

By conducting a thorough assessment of your current paper usage and adopting a well-planned approach, you can successfully transition to a paperless environment. You’ll be able to reduce costs, improve efficiency, and contribute to sustainability efforts.

Developing a Paperless Strategy

Setting clear goals and objectives for going paperless:

Without goals, you can’t accomplish much. Vague statements like ‘we want to reduce paper usage’ or ‘we want to create a paperless office’ don’t create change.

Define the goals and objectives you aim to achieve through the paperless strategy. Adopt the SMART goal approach. The main aspects of SMART goals to incorporate are specific and measurable. If you have a measurable goal, you know when you’ve achieved it. specific goals allow you to break things down into component parts and take action.

Examples include reducing paper usage by 20% in 6 months, improving efficiency by 30% by adopting automated document creation systems, streamlining processes by performing an audit and finding at least 3 areas of improvement, and promoting environmental sustainability by holding workshops every quarter and incentivizing recycling.

These goals should align with your overall mission and strategic priorities.

Creating a roadmap and timeline for implementation:

Develop a detailed roadmap that outlines the steps and milestones involved in the transition to a paperless environment. Break down the process into manageable phases. Start with low-hanging fruit (things that are easier to accomplish) and gradually expand to more complex areas.

Define a realistic timeline for each phase. Considering factors such as the complexity of the process, the number of people involved, resource availability, technology implementation, and employee training.

Identify key stakeholders and obtain their support:

Who will be impacted the most by going paperless? It doesn’t matter if it’s a positive or negative impact. You’ll need to identify and work with these people. Consider employees, managers, IT personnel, and relevant departments.

Communicate the benefits of going paperless to these stakeholders, addressing their concerns and highlighting how it aligns with their interests. Even if it has a potentially negative impact, work with them to help them better understand why the change is necessary and let them know what they can do to remain relevant in the organization.

Each group that you identify may need a different approach. For example, you may want to involve employees at multiple levels and across departments in the decision-making process. What are their concerns, how can you accommodate them within the new process, and more? Of course, you’ll also provide training.

Loop in the IT department early on – especially if you’re planning on adopting new technology. Determine how the tool will be able to integrate with existing systems or what changes need to be made. Shortlist a few tools and ask them to assess them from an IT perspective such as security, scalability, etc.

If necessary, seek input and support from upper management. Even if they’re not 100% on board, you can likely get limited buy-in to run a pilot program so they can see the impact of going paperless. Once the pilot project works, they can be your advocate to get things rolled out to the entire organization.

By involving key stakeholders and obtaining their support, you create a collaborative and inclusive approach to the paperless strategy. Their involvement will help ensure a successful implementation and a smoother transition for the entire organization.

Tips for Going Paperless

1.   Digitize existing paper documents:

• Scan and convert paper documents into digital formats using scanners or document imaging software.
• Organize digital files in a structured manner with appropriate naming conventions and folder structures.
• Consider using optical character recognition (OCR) technology to make scanned documents searchable and editable.

2.   Adopt electronic document management systems:

• Choose a suitable electronic document management system (DMS) that aligns with your organization’s needs.
• Use the DMS to store, organize, and retrieve digital documents securely.
• Leverage features such as version control, document sharing, and access permissions to enhance collaboration and document control.

3.   Utilize cloud storage and file-sharing platforms:

• Embrace cloud storage solutions like Google Drive, Dropbox, or Microsoft OneDrive to store and share digital documents securely.
• Ensure proper access controls are in place to safeguard sensitive information.
• Collaborate on documents in real-time, reducing the need for printed copies.

4.   Embrace digital signatures and e-forms:

• Implement digital signature solutions to enable secure and legally recognized signing of documents.
• Replace paper-based forms with electronic forms that can be filled out and signed digitally.
• Explore e-signature platforms like DoxFlowy, UsefulPDF, DocuSign, Adobe Sign, or HelloSign to streamline approval processes.

5.   Implement workflow automation:

• Automate repetitive and manual tasks through workflow automation tools.
• Define standardized workflows and set up rules for task assignments, notifications, and approvals.
• Workflow automation ensures efficient process execution and reduces the reliance on physical paperwork.

6.   Minimize printouts and paper usage:

• Set a policy to minimize printouts and paper usage, emphasizing the use of digital alternatives.
• Encourage employees to think twice before printing and consider digital options whenever possible.
• Opt for digital delivery of documents, such as invoices, receipts, and reports, instead of printing and mailing them.

7.   Train employees and provide ongoing support:

• Conduct training sessions to familiarize employees with digital tools, document management systems, and workflow automation processes.
• Provide ongoing support, including resources, FAQs, and a helpdesk, to address questions and concerns.
• Foster a learning environment where employees can continuously develop their digital skills.

By implementing these tips, organizations can successfully transition to a paperless environment, reducing paper usage, improving efficiency, and leveraging the benefits of digital technologies.

Overcoming Challenges and Resistance

Addressing concerns about data security and privacy:

One of the main challenges in transitioning to a paperless system is addressing concerns about data security and privacy. To overcome this challenge, implement robust security measures. This includes advanced encryption, secure access controls, and regular data backups to ensure the protection of sensitive information.

Emphasizing compliance with relevant data protection regulations, such as GDPR or HIPAA, can also alleviate concerns and demonstrate the commitment to maintaining high standards of data security.

Additionally, conducting employee education programs can help instill best practices for data security, such as creating strong passwords, recognizing phishing attempts, and securely handling electronic documents.

Dealing with resistance from employees accustomed to paper-based processes:

Resistance from employees accustomed to paper-based processes is another obstacle to going paperless. It is crucial to address this resistance by clearly communicating and explaining the benefits of the transition. These benefits may include increased efficiency, reduced costs, and improved collaboration.

Open and transparent communication channels should be established to address concerns and provide employees with a platform to voice their opinions and ask questions. Comprehensive training programs should be implemented to help employees become comfortable with digital tools and processes. By gradually transitioning to a paperless environment and seeking feedback from employees, organizations can mitigate resistance and facilitate a smoother adoption process.

Providing support and troubleshooting for technical issues:

During the transition to a paperless system, technical issues are likely to arise, requiring effective support and troubleshooting. Establishing a dedicated helpdesk or support team is essential to promptly address these issues.

Multiple support channels, such as phone, email, or a ticketing system, should be made available to cater to different employee preferences. It’s also beneficial to develop a comprehensive knowledge base or FAQ section where employees can access self-help resources to troubleshoot common issues independently.

Providing step-by-step guides, video tutorials, or interactive resources can assist employees in problem-solving. Regular system maintenance, including updates, patches, and maintenance schedules, is vital to minimize technical glitches and ensure optimal system performance. By providing reliable support and proactively addressing technical issues, organizations can alleviate concerns and facilitate a smoother transition to a paperless environment.

Conclusion

These days, the drive to go paperless is more than corporate speak. It’s happening all around us. Instead of being forced to do it by circumstances, you’ll be in a much better position if you’re proactive about the transition.

This guide has detailed the paperless process, the challenges you may experience, and even provided 7 tips you can take advantage of. Start with an audit then systematically work your way through the processes outlined in this guide,

As always, let me know what you think in the comments and don’t forget to share.