Becoming Paperless: How to go about it?
Category :
Blog posted by : Admin / 23 Jun, 2020
In our last blog, we talked about the importance and need of going paperless in the 21st Century business world. Now that we are all caught up on why it is necessary to go paperless in order to ensure maximum efficiency, it is time to look into how exactly it can be done.
As with any business decision, the 'How' is just as important as the 'Why'. The success and results of the process are directly dependent on how well the process is designed. The quality of the methodology and its implementation itself will determine whether the outcome is desirable and how beneficial the outcome is. A well-structured process will ensure that maximum benefit is drawn from the procedure.
Going paperless is a process that requires numerous factors to be considered. And given that a lot of businesses are greatly dependent on paper, the process is going to be extensive and exhaustive. For many organisations, this change is going to be challenging on many levels as they are going to be moving from their primary mode of documentation to a brand new system. A paperless office will soon be the new normal. Even so, with the entire world moving the direction of Electronic Files and Records, and the pandemic causing a worldwide lockdown, this is probably the right time for you to move to a Paper-free File Management system.
Here is our suggested methodology to go paperless:
1. Educate your employees:
Given the scale of this change, it is going to be important to make sure the entire organisation is on the same page. The key factor in driving this change will be your employees, so it will be important to educate your employees exhaustively and ensure that the employees see the value of this decision and are onboard.
2. Choosing the right solution:
Doing all things right will be of no avail if the Electronic File Management solution chosen is not capable. Choosing a capable and proficient solution could be the most important decision in this process. A well-endowed Digital Documentation system covers the wide range of functionalities required for a 21st-century business. Do check out our E-File Management solution that comes free of cost as part of our solutions.
3. Driving the change from the forefront:
Start tracking the amount of paperwork and physical documentation that occurs on a daily basis and analyse how dependent your organisation is on physical filing. This will help you understand how disruptive this process will be in terms of daily operations. Make sure that the workforce is well-informed and educated about the importance of the change and how it is to be implemented. Educate employees about environmental responsibility and the benefits of going green for the planet. Train employees about educating potential customers about the same. Educate employees about the same. Also, train employees to educate potential customers about the business benefits of going paperless. Create campaigns that educate existing customers about the business benefits as well as environmental benefits of going paperless.
4. Plan in out:
Map out the new system of controlled Paperwork. Paperwork will only be reduced when properly planned, implemented, and supervised. As with any business process or change, planning is crucial. The success of the implementation will greatly depend on how well the process is planned. Track down and focus on the areas where most paperwork is consumed, figure out which parts of the business can do the most with reduced paper usage. Set up proper mechanisms for transitioning smoothly into a paperless environment. Plan out an efficient migration process for moving existing documentation to the digital format.
5. Stay connected:
The success of a paperless office is hugely dependent on workforce participation. Once the implementation rolls out, make sure that you are listening to your employees and customers. Users (both employees and customers) will have many concerns, as well as useful suggestions. Not only will their suggestions be crucial in improving, but if their concerns are not dealt with swiftly, it will certainly lead to critical issues. And positive feedback will help you keep track of what you are doing right and operate accordingly.
We hope our counsel helps you on your journey to go paperless. Remember that this is a long process that will take time to transform the way business is done on a fundamental level. We wish you the best of luck with this endeavour that will be a very important step for your business on the journey of Digital Transformation.
