Although minimizing your business’ environmental footprint may seem like the biggest reason to go paperless or paper-lite, there are plenty of other ways this practice can benefit you and your clients. In addition to creating a greener office, reducing printing and other paper-related expenses by as little as 10% can save thousands of dollars. Using automated processes instead of paper-heavy, manual processes also improves workflows and will save you and your clients lots of valuable time.
The easiest and most streamlined way to go paperless is by implementing an Enterprise Content Management (ECM) solution. Here’s how:
After reviewing your document inventory, figure out which documents and/or paper processes would be most useful to digitize. Do you struggle to find customer order forms or receipts? Is employee onboarding inefficient? Do you spend significant amounts of time searching for a specific email? Whichever process causes you the most problems should be given priority. After you determine which documents and processes you would like to automate, the next step is to scan all your previous documents into your new ECM solution. While scanning is the preferred method for some, there are many other ways these documents can be digitized—by using electronic forms or document imaging, for instance.
Once the documents are properly scanned, they will be stored in a secure, central and digital repository. Instead of hand-delivering or filing papers, employees will be able to easily store these documents virtually where they can be accessed by all authorized users. This significantly cuts down on time searching for documents and greatly improves employee productivity. Not only do employees benefit from these time savings, but clients will also notice improved customer support, as you will be able to quickly find whichever document they need.
Within the repository, any document can be found in seconds by text search, or by searching any other aspect of the document, such as creation date or users who have edited it. After finding a document, authorized users can view or edit any document within the repository. Regardless of department or physical location, all users will be able to see all digitized documents, which greatly improves collaboration and streamlines workflows within and across departments.
Although the transition from a paper-heavy office to a paper-lite, or even paper-free one can be daunting, making this transition can be one of the best things you do for your business. An ECM solution is the quickest and easiest way to make this transition, so you can start saving hours of wasted time and thousands of wasted dollars.Think your organization could benefit from an ECM solution? Contact us today for a free, no-obligation consultation!