Paper VS Cloud Systems
Protecting your business in the event of a disaster is a difficult and sometimes pricey business. The first thing to remember when it comes to business disasters is you need to protect your documents and maintain your document storage. Not many businesses use paperwork anymore as everyone leans more toward protecting their carbon footprint nowadays and moving over to an electronic system helps the carbon footprint. Filing cabinets stuffed full of file after file with personal customer or candidate details are turning into the thing of the past as most companies move over to document management software which can be held on servers in the office. Thanks to emerging paperless technologies, business owners can bypass many headaches and decrease their environmental footprint at the same time. Not only does going paperless clear clutter from your office environment, but it also saves you money and is a great PR message for potential customers and partners. There are plenty of Document Management Companies out there who are willing to help you set something up away from a paper system.
Here are five cutting edge ways to cut paper out of your daily routine:
- Internal Documents. Share files without that trip to the printer. With online document systems, a free service run through Gmail, you can work simultaneously with colleagues on a document or spreadsheet. The system even lets you ‘chat’ with others viewing the document.
- Paperless statements and bill paying. The more online bill paying you do, the less you’ll spend on postage, envelopes and employee time coordinating invoices, checks, and mailings. Running your office finances through the web makes payments prompt and much easier to track. Most banks offer paperless statements and even provide incentives for customers to manage their accounts online.
- Storage and file sharing. For moving and storing large files, consider sharing document systems or another file transfer system. Dropbox allows you to create group folders for different members of your office to allow you to quickly disseminate reports.
- Meetings and Printouts. You can get programmes that allows owners remote access to office computers 24/7 through any other computer or smartphone. It also includes features for screen sharing during presentations, transmitting videos, sharing files, teleconferencing and accessing whiteboards. There is no need to print handouts when you make a presentation or pitch; just temporarily hijack your colleagues’ laptops while you demonstrate why your idea is the best — then upload the slides to another programme so they can have access to a saved digital copy.
Technology provides a host of smart tools to help your office reduce paper waste. Every step towards a paperless environment will save you time, money, storage space and clutter.
And don’t forget to recycle any paper you still use and don’t need anymore. Approximately 1 billion trees worth of paper is thrown away every year in the U.S. Small choices add up, so keep paper trash in a separate waste can and make sure it finds its way to the recycling bin.