Darshak Shah
Darshak is Evource Co-Founder and an Australian CPA, who has experience of working in over 8 different industries including with employers like NAB & Cancer Council. He has a great eye for process streamlining, improvement, change management, and transitions.
As technology advances it is becoming safer to store sensitive documentation online, easier to keep on top of client communications using IT, and more practical to store documentation in the virtual world termed as the paperless office. Environmental concerns regarding excessive amounts of paper have also become an increasing reality for many businesses. Is your business prepared to go paperless?
1. Ensure you have an organised online storage system
Just like a suitable paper filing system, your data files also need a suitable system. Files need to have names that are searchable, understandable and accessible Complex systems. overcrowded lists or lax filing policies and procedures will make things a nightmare.
2. Choose an appropriate cloud platform
A cloud-based platform will ensure you can store everything you need so that you can access it from different locations. You need to consider access storage space, security, reliability and back-ups.
3. Switch to electronic systems for your paperless office
This involves understanding how you can use your smartphone, tablets, computer, and other devices as an alternative to paper. There are many options here and it can take time to work out which are the right choices for your business.
If you haven’t already, ensure you are using the right software for your office and management needs such as payroll, accounting, communications, staff management, and marketing. There really is an online tool for everything now.
Take advantage of apps that can help you organise and record information that can be uploaded to your network. Utilise systems that keep communications online instead of needing to be printed out. Invest in smartpens so you can manually sign and adjust your documents online rather than having to print them out. Concentrate your marketing strategies on emails, authenticator app, and social media, instead of printed promotions. The suite of hardware and software now available makes operating paperless a breeze e.g., Microsoft Suite or Google Suite.
4. Get your email account in order
Sort out your inbox so that relevant emails are automatically filed or directed to where they can easily be sorted through or referenced at the right time. Reduce your junk mail to cut down on wasted time. Finally, ensure you have a good understanding of automated responses and email rules so that you can maintain order even when you are busy or away.
5. Switch your paper intake to paperless
Where possible opt for electronic receipts. With online shopping being a viable option for many businesses, it is easier than ever to get your receipts online. If you do still happen to get paper receipts, ensure you are taking advantage of an app which allows you to snap a picture of the receipt for filing with your bookkeeping program.
If you have clients who still fax you then set up a service to ensure your faxes are converted to email messages. You can fax them back by sending them a PDF of the document through the same conversion service.
6. Ensure you are confident with your back-ups
If something goes wrong with your documents and data being saved to the cloud it pays to have an extra backup. A second cloud-based service for backup purposes can mitigate this risk, however, you may want to opt for using an external hard drive to do a daily or weekly backup as an added measure. Multiple protection measures will help reduce your risk exposure in the event of a computer crash or the server your cloud system uses going down.
7. Consider outsourcing your back office needs
One of the advantages of changing to a paperless office is the increased ability to streamline your processes online. This means you can take advantage of the popular option of providing more flexibility by allowing staff to work from home, or outsource various departments or processes of your business.
8. Lead the Way in Your Business
If your team has relied on paper for a long time it may be difficult for them to make the change.
When you’re prepared to go paperless make it easier to stay paperless by making it more difficult to resort to using paper. Reduce how much paper you have available to be used and even include messages on emailed documents to remind team members not to print. If you have to come up with innovative methods to stop people printing, implement a system that requires approval or special codes to print.
If you’re well prepared for the move, you’ll be amazed at the difference a paperless office can make.