These days, many businesses are increasing their focus on digital efforts. Some have stopped using paper memos and print mail in favor of a totally paperless system. It’s indicative of the changing attitudes in American households, too. After all, if just 20% of our country’s families switched to using electronic billing instead of the traditional paper version, we’d save 151 million pounds of paper every year. An emphasis on going green and living a sustainable lifestyle have really caught on at home, so it makes sense the workplace would follow suit.
Still, it’s not as easy to implement these practices as one might think. This is particularly true for businesses who have been sending out paper mail and invoices to their customers for years. It can be difficult to accept the fact that print advertising isn’t as effective as it once was, and the idea of switching to electronic invoicing may be overwhelming for many professionals.
The good news, though, is that switching to a paperless office isn’t nearly as difficult as you might believe. You might even be surprised to find that, despite the fact that you’re used to your current way of doing business, a paperless system may actually allow you to be much more efficient than you were before. Creating a more eco-friendly office will not only reduce your waste and cut associated costs, but it will likely help you bring in even more revenue and increase productivity among your employees. To help you get started, here are a few of our top tips for creating a paperless office that really works.
Make printing less desirable
If employees don’t have easy access to printers, they’ll be a lot less likely to print documents unnecessarily. Remove personal printers and consolidate your current units to reduce overzealous printing. Instead, encourage a digital document sharing system, like Google Docs or Dropbox. These services will allow you to share, edit, and download documents with those in your office without having to print a thing. You can turn it into a company-wide policy and keep track of the amount of paper and ink you’ll save with this change.
Reduce or outsource your mailing
The upkeep and materials required for printers can be costly, so just getting rid of the number of printers you have on-site will help with cost-efficiency. Ultimately, switching to an email-only system for your customers is a great goal to have; it’s typically the method most people prefer, and it will be significantly easier and less expensive for your business. But if you’re still devoted to the idea of sending out printed mail, outsourcing can be a great compromise. That way, you won’t have the responsibility, costs, or waste associated with printing in-house, but you can still maintain printed communication.
Switch to electronic invoices
Paperless billing is definitely the way to go. Most customers like interacting with their billers in this way, as it allows them to better track their finances. Plus, you won’t have to spend money on materials like postage. Your invoices will get paid a lot faster, too. Best of all, you don’t have to waste your employees’ time or your business’s finances on sending out statements and receipts. It’s an extremely wasteful practice that’s easily rectified by going electronic.
While creating a completely paperless office probably won’t happen overnight, embracing greener practices will improve your brand visibility, productivity, and revenue stream. To find out how Information Outsource can help your company create less waste, contact us today.