How to go paperless in the office in 2020: 5 solutions

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The idea behind building a paperless office has been around for a few decades since it was first conceptualized as “The office of the future” in an article in Business Week in 1975.

That was back when going paperless in the workplace was merely a lofty vision.

people working in modern office with laptops

As we all live in the post web 2.0 world, a paperless office is certainly attainable.

But even among the advancement of internet technologies, paper usage is still on the rise. And it’s expected to increase by half a percent, too, by next year. Cue the ultimate facepalm.

Benefits of a paperless office: let’s look at the stats

Here’s the deal: employees can lose as much as 40% of their time looking for paper files. And approximately 20% of print jobs are never even retrieved from printers.

That doesn’t just result in lots of unnecessary waste; it also leaves sensitive data exposed to any visitors (if you’re controlling access to your office, though, that’s less of a concern).

To top it all off, over 45% of all printed material on any given day ends up in the trash by the end of that day.

 

With the latest tech readily available to us, now is the time to break free from our paper dependency (as much as Dunder Mifflin employees in NBC’s The Office would contest). Over 80% of small-to-mid-sized businesses, or SMBs, are looking to go paperless for three reasons:

  • Cut out inefficiencies
  • Reduce waste
  • Cut overall costs

These crafty SMBs, as well as their large enterprise counterparts, are therefore finding new ways to reach their paperless dreams.

How to go paperless using online tools

Get on board for making our planet a more sustainable place.

You can introduce company-wide initiatives to discourage printing (or encourage double-sided printing), boost reusing and recycling habits, and promote the use of digital tools as alternatives to paper.

For example, it could start at your front desk. By implementing a cloud-based visitor management system (VMS), you can get the added benefit of replacing paper forms, sign-in sheets, legal agreements, memos, and more at the front desk.

Receptionist front desk ID check

Below are 5 ways to go paperless in the office with online tools, several of which can be integrated with a best-of-breed VMS solution like Proxyclick (by the way, here's what else to look for in a VMS).

1. Use note-taking apps in meetings.

Note-taking has never been more pragmatic and beneficial. Doing it the digital way means dodging scary stacks of notebooks piling up on your desk, in your filing cabinets, and trash cans.

Just think about all that time lost digging through all your paper notes.

With apps like Microsoft OneNote, GoodNotes, and Evernote, we can take digital notes and also share them across different platforms. We can do this from many devices, add users to edit, and beautifully present them, if needed.

Here are a few other great apps for note-taking:

2. Take advantage of mobile apps to capture business cards.

It’s easy to forget about business cards residing in your wallet, on your desk, or in your junk drawer at home. And visiting conferences and networking events can leave you with a huge stack of them - an ever-growing pile of paper clutter.

Apps like CamCard and ABBYY use OCR (Optical Character Recognition) technology, which makes it easy for you to quickly scan and store a business card on your smartphone.

Other apps for scanning business cards include:

3. Use cloud-sharing and instant messaging apps to cut down on printed memos, reports and, documents

Apps like Whatsapp and Facebook Messenger have allowed people to communicate more easily across the globe. This, combined with improvements in efficiency and productivity across organizations, has made us more connected than ever.

Similarly, Slack, Skype for Business, Cisco Webex Teams, and Join.me are examples of solid tools that have enabled employees to communicate with each other in real-time without the risk of paper memos, reports, and other documents taking over our workspaces.

Proxyclick slack notifications desktop app

You can go even further by saving actual space, replacing filing cabinets with digital file-sharing systems such as Google Drive, Dropbox, and Microsoft Office Sharepoint.

4. Implement task and project management apps to cut down on post-its, todo lists, and printed roadmaps.

Managing tasks and projects is, in most cases, part of an employee’s daily routine. Traditionally, we’ve used post-its or todo lists to keep track of these. News flash! Apps like Todoist and Google Tasks let us manage tasks more efficiently and paper-free.

Project management tools like Asana and Notion (which we’re a fan of here at Proxyclick) are great ways to track roadmaps and deliverables, and even allocate responsibilities across multiple devices and platforms.

Gone are the days of writing on post-its and printing out lengthy reports, Gantt charts, infographics, and timelines. Let us rejoice. Some great apps for task and project management include:

5. Goodbye printed agreements, hello digital agreements (and e-signatures).

We can now ditch printed legal documents and agreements by using tools like Adobe sign and DocuSign to digitize them. This, of course, cuts down on paper usage and speeds up the process for customers, clients, and visitors to sign and share agreements.

Pair these tools with the above-mentioned file management systems like Google Drive and Dropbox, which have user access controls to protect confidentiality and appropriate access to relevant individuals.

Proxyclick sign NDA digitally

Pro tip: You can also manage and secure NDAs and other legal documents using visitor management solutions like Proxyclick to both go paperless and give your visitors a more personal and efficient check-in experience.

Here are some other great apps for e-signatures and digitizing agreements:

Going paperless is a team effort

Creating a paper-free office is an ongoing process, one which should be adapted and perfected over time. And it doesn’t just come down to you: it requires a team effort.

Group of people jumping in the air under a tree

The moral of the story is that advances in smart technology can make the switch to a paperless office not only doable but easy.

And the most important step is to just get started.

Implement some digital tools to show your team how effective they can be in achieving your paperless goals, all while improving productivity. If the whole team is on board, the experience can be quite enriching and surprising for everybody involved. Remember: change starts from within.

Ready to start going paperless with a visitor management system? Try Proxyclick free or book a demo now. 

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Editor's Note: This post was originally published in July 2016 and has been updated for accuracy and comprehensiveness.

 

 


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