The Benefits of a Paperless Office
There are countless benefits of moving to a paperless office. Here we explore some of the main reasons so many companies are making the switch. From improving efficiency to enabling flexible working, a paperless office can have a big impact on your business.
1. Save space
Hiring out office space can be costly. If you’re keen to expand your workforce but don’t have capacity within your current office, going paperless could help. By moving all of your files, documents and paperwork online, you’ll negate the need for physical filing cabinets. And just imagine all the free floor space you’ll gain!
Before you invest in a larger office to support your growing workforce, explore how much of your space is taken up by paper-related storage. If you could remove all those cabinets and shelves, you might gain enough space to add a few more workstations to accommodate new starters. And you’ll save a lot of money in the process!
2. Enable flexible working
Perhaps you’re already familiar with the concept of cloud computing. But what does it really mean? Simply put, cloud computing means that all of your company information, systems and documents are stored in a remote virtual storage repository. The ‘cloud’ refers to the fact that storage is online rather than in physical servers or cabinets.
The beauty of the cloud is that it can be accessed from anywhere in the world. It’s entirely secure so your company information will only be seen by your staff. Because it doesn’t require a cable connection to a desktop PC or laptop, you and your team can work from anywhere.
Providing the option of flexible working to employees can give a big boost to the recruitment and retention of staff. In fact, you could even go a step further and switch to a virtual office to save money on costly furnished office fees. With a virtual office, you’ll have all the convenience and presence of a furnished office, without the hassle, maintenance or cost.
3. Less waste
There’s no denying that businesses contribute a significant amount of waste into the environment. From discarded papers thrown in the bin, to redundant files that are no longer fit for purpose, paper waste plays a big part. Every business should be looking at ways of reducing their carbon footprint and becoming more sustainable in the way they operate.
Moving to a paperless office is a vital step towards sustainability. Initially, it might require a culture change and a reminder to staff to change their usual behaviour. But over time, you’ll notice that people no longer use paper unnecessarily or discard it mindlessly. A paperless office is cleaner, greener and better for the environment.
4. Become more efficient
Moving to a paperless office is guaranteed to make your business run more efficiently. Documents can be filed correctly and accessed easily online. By moving your documents to the cloud, they’ll become what’s known as ‘Open Source’. This means that multiple staff members can log in and view a document at the same time. This is especially useful for conference calls and remote meetings where everyone needs to view something at once.
It’s a much easier approach to version control, as everyone will view the most up to date version of a document when they open it. You’ll no longer need to print out multiple copies of a document for a meeting. Anyone will be able to access historical documents and previous versions with ease. Imagine how much time that could save…
At Officefront we operate a paperless policy in our office and at the end of each working day, no employee has paper on their desk! Documents and files are stored online and we use technology that allows us to work from anywhere. We offer a virtual office service and telephone answering service to companies of all sizes. And, we can provide the tips and tools you need to become more efficient, effective and successful in your operations.
Get in touch to find out how we can help you build a positive corporate image and increase efficiency for your business.