Going Paperless: Take The Plunge, Reap the Reward

Why Now is the time to go paperless

Since the beginning of time, people have been writing things down in order to track everything they do. For a large business with several cash flows, a payroll, 200 meetings a day, and hundreds of expenses big and small, this has never been more important. However, the traditional systems require you to set up an entire department to cater for this, resulting in shelves and shelves of incomprehensible paperwork. If you want to try to optimize your meetings or look up expense reports…good luck! But it doesn’t have to be this way.

Computers are very good at the simple repetitive tasks involved with paperwork. Digitizing everything and going paperless may seem like a herculean task, but it really isn’t as hard as you might think.

The world of customer and internal relations is evolving. People don\’t really write down much anymore. Move your meeting scheduling to the digital world, and suddenly you have access to the power of graph theory and algorithms to optimally schedule your meetings. Move your internal employee relations to the internet and suddenly distance doesn’t matter, and managing field based staff becomes a breeze. Move your customer interactions to the cloud with a CRM service and you suddenly have AI-based analysis, per-user and demographical insights, and pattern recognition. Just like that. There’s no delay in getting information about events and such to your employees and users. You can search through your expense reports and performance reviews online, with a few mouse clicks.

There is basically no sector of business unaffected by this. You can digitize your distribution systems, vastly speeding up the whole process while simultaneously increasing fault tolerance, identifying errors, and providing demographical insights that you can use to identify the areas with the largest customers that you could expand your distribution network to. You can digitize health and safety inspections, engineering reports, internal services like printing, and so much more. It’s also environmentally friendly.

So how do you digitize? The process may seem daunting, but here are a few key principles:

  1. Start now. Don’t worry about the backlog. It’s okay to have both digitized and physical records for a while. Pick a date, and focus on digitizing everything after that day. You can work on the backlog over time. Some records may not even need to be digitized, which saves some work.
  2. Pick a service and stick with it. There are a lot of services out there for digitizing paperwork, and all of them have their pros and cons. Most do not follow any sort of common protocol, so switching between them is rather difficult. Decide on a service depending on the size and category of your business, and stick with it.
  3. Work it into your SOP. This isn’t going to happen unless you ensure digitizing is a part of everyone’s standard procedures. Get your employees on a Workflow Management System; ensure your finance department is working with an accounting package. Get your developers and engineers to track their progress online.

FIELDMOTION Workflow Management Software is revolutionising the way that companies do business today. Their unique approach to the paperless office is not only helping to streamline day to day business practices, but it is also helping to save vast amounts of money for its clients.

Take the plunge and go paperless today. You won’t look back.

Contact us for a free consultation.

A few tips to make your business more Environmentally Friendly

There are many things a business can do within their day to day operations to lighten their footprint on the planet. By introducing Eco-Friendly practices you will not only help the planet but your business will also reap the benefits, going Green will help your business bottom line and also your company brand and image.

If you would like your company to be more Green, start off with easily achievable goals and as time goes by you can become more ambitious.

Define your company Green Plan and vision for the future

  • Encourage all staff to get involved in helping to implement your plans because to change a company culture will require a contribution from all team members.
  • Set up short term and long term objectives – Check strategies and measure regularly to see what is working.

A few ideas to help you get started

1 – Print less paper

Don’t print every email, and when you do, use sustainable paper and print on both sides.

2 – Go Digital

  • Require all employees to keep their files in digital form and all documents should be distributed electronically.
  • All Field based workers should send information back to the office using a cloud based workflow management system like FieldMotion which allows field based workers to record data and capture signatures in the field and send it back to the office in real time.
  • Use a cloud based Accountancy package like Xero which allows you invoice electronically rather than post.

 

3 – Introduce a Recycling Program

  • Have paper recycling bins beside photocopiers
  • Recycle Bottles and Cans
  • Set up a compost system for food waste
  • Introduce a recycling program for electronics, many charities will collect these as they benefit from the proceeds.

 

4 – Power down

  • Switch of all computers, monitors and printers at night.
  • Switch of all lights when not in use, fit energy saving light bulbs. Also think about installing intelligent lighting systems. Zone lighting and detection sensors will save on energy especially at night, whole floors do not need to be lit for a few staff.

 

5 – Heating

  • Timed thermostats
  • Heating shouldn’t be more than 19 degrees Celsius which should be warm enough and comfortable for all staff
  • During summer months there should be a balance with the Air conditioning, you don’t want staff wearing coats because it is too cold.
  • Make sure your office is well insulated

 

6 – Bio-degradable cleaning products
7 – Car Sharing

Encourage staff to do more car sharing which will cut down on fuel costs for the business and staff. This will also reduce your carbon footprint. Car sharing will also encourage team building and help productivity.

8 – Motors

  • Use energy efficient motors and keep them well maintained . Don’t keep engines idling.
  • Vehicle tracking like TomTom can help monitor speeding and driver behaviour, also tracking can help a business plan out routes more efficiently to help save money on fuel.

 

8 – Bathroom tissue and paper towels from recycled fibre
9 – Bring your own mugs rather than using paper cups.
10 – Green Business

  • ¬†Use other businesses that are Green or certified Green

 

If you would like your company to become more Green you don\’t have to do everything at once. Take baby steps and eventually things will start to fall into place. The most important thing of all is changing your work culture and involving staff to participate. Educate your staff and yourself on new ways to go Green and the benefits.

Reward employees that suggest environmental improvements that could save the company money as this will encourage employee participation and help your business take steps towards reducing your environmental impact.

If you have any other tips throw them in below.

Good Luck