Posted by Michael Foudy Last updated 28th January 2017 reading time
The idea of a “paperless office” has been around since the late 1970’s and according to Wikipedia a paperless office is defined as “a work environment in which the use of paper is eliminated or greatly reduced. This is done by converting documents and other papers into digital form.” However we still find that peoples offices, wallets, spare shoe boxes and just about anywhere else a piece of paper can fit are full of paperwork.
With the generation shift it’s the millennials who seem to be hell bent on making this 40 year old idea a reality and everyone seems to be jumping on the bandwagon. HMRC are making tax digital, train companies are looking to eradicate paper tickets and the NHS has been challenged to go paperless by 2018.
As more and more business are looking at new ways to “trim the fat” of their processes and data entry they turn to technology to help them do this, with the increased use of tablets, cloud solutions and contactless technology. Paper documents, newspapers, contracts and even our paper money are becoming a thing of the past as companies and consumers alike use technological advances to digitize their documents.
This is not just an approach for “large companies”, a paperless office can be attained by a business of any size and the value of doing so will only increase as the business grows. The best way to start is by introducing paperless systems.
10 Advantages of Paperless Systems
Elimination of Spreadsheetswhen eg. recording bank transactions and stock, thereby eradicating common spreadsheet errors such as erroneous formulae and not adding down correctly.
Reduction in errors for capturing receipts – Use apps such as Receipt Bank to snap a picture at the point of sale.
Real Time Information – You can generate real time financial reports, monthly, weekly, even daily.
Payment of Suppliers – Solves the inefficiencies of manual approval systems, lost invoices, manual errors and over-reliance on emails.
Send receipts and invoices to customers electronically– save paper, reduce your carbon footprint and expand your mailing list.
Signatures for contracts and other documentation (eg tax returns) – At Laxmi we use approve digital signing software to save the hassle on both sides to printing, signing and scanning documentation – it’s hassle that frankly both sides could do without.
Digital Staff/Contractor management tool – Laxmi can provide support with logistics applications such as ServiceM8 which staff can log-on and off to and you’ll know exactly how they spent their time. No more whiteboard grids!
Retrieving documents and receipts – Ever had to request from your archive department for a missing document in hope rather than expectation? With Receipt Bank you can retrieve an receipt or invoice in the blink of an eye.
Storage– You probably know people who have rooms in their houses (often optimistically labelled studies) which are head to toe deep in papers. Remember many documents you will need to keep for up to 6 years in case of an inspection. That’s a lot of space!
Consistency – Do you want best in class reporting? Then the capturing of information needs to be consistent – let software take the slack with eg supplier categorisation rules to prevent misallocated and a confused reflection of your business costs.
At Laxmi, all our activities are entirely paperless and we offer our customers an end to end paperless solution. We find that our customers, once they discover how easy it is to make the change and begin to enjoy the efficiency savings it achieves they likewise take steps to embed paperless solutions across their business operations.
Is 2017 the year your business jumps on this 40 year old bandwagon? Don’t delay contact us today.