Techblog
6 simple steps to creating a paperless office
Thanks to technologies such as the cloud, SMEs can easily transform their overflowing file cabinets into organised digital folders. Going paperless not only clears clutter but also saves you time and money. Here’s how to create your paperless office.
Going paperless may not seem easy but check out these simple tools and tips to help you reduce paper usage and cut costs.
Request e-statements
Banks and insurance companies send out mountains of paperwork including statements, policy documents and endorsements but you can easily ask to switch to paperless statements sent via email. There are other benefits to e-statements too, they can be saved and archived and are easy to backup and search when needed.
Send and receive e-bills and e-invoices
Make it easier for your vendors by asking them to send you invoices in PDF format via email. At the same time, digitise your own invoice and billing processes. Most modern accounting applications do this automatically saving you time and money on paper, printing and postage.
Essentials Invoices is an online application that helps businesses create, send and log endorsed quotations within a single system. Companies can receive automatic quotation acceptance/rejection email updates in real-time. Users can convert a quote to an invoice in just one click. Managing bank statements and invoices online is not only a faster way to go paperless; it will also help you decrease the clutter in your office.
Use E-signatures
Sending documents back and forth between your business and your customers takes up resources and time. E-signatures are a great way to get documents signed quickly and securely, helping you to reduce cost and any other roadblocks before closing the deal. Digital Transaction Management (DTM) platforms such as DocuSign allow you to send, track and sign important documents anytime, anywhere, on any device, reducing time spent on manual paper-based processes. E-signatures are legal and recognised under Singapore law.
Digitise HR processes with cloud based apps
Cloud based apps or Software-as-a-Service (SaaS) exist on computers owned and maintained by large corporations that you access via the web, saving you the paper, cost and hassle of running your own IT infrastructure. If you have a Yahoo, Hotmail or Gmail account, you’re already using the cloud, but there are also great uses for small and medium business too.
For example, Essentials Workflow (E.Workflow) is a cloud app for managing and approving staff leave and claims. With a one-time setup of your company’s leave and claim policies, you can approve and track leave and claim applications anytime, anywhere, automatically.
Another daunting, admin and paper heavy HR area is payroll. But with digital payroll tools such as Essentials Payslip (E. Payslip) you never have to dread the end of the month again. Instead of writing staff’s payslips manually you can issue itemised payslips within clicks and email them to staff.
Use shared drives for internal documents
Accessing and sharing files increases productivity by allowing teams to have access to the latest information and quickly distribute reports. It also avoids staff printing 10 different versions of the same document. So for sharing files between team-members or clients, consider investing in document sharing tools like Office 365 or Singtel ONEOffice. You can edit documents online and even chat with colleagues who are viewing the same document at the same time.
Technology offers plenty of smart tools to help your office go paperless or at least reduce the paper load. Every step towards a paperless workflow could save you time, money, storage space and nerves.
Lastly, make printing harder
Last but not least, the obvious step to going paperless is making it harder to print documents. You could do this by limiting the amount of paper in the printer, introducing internal charging or changing the settings so employees automatically print on both sides. All of these tips have the advantage of saving money as well as trees. You should also include a reminder not to print beneath the signature on all company emails. You can copy and paste the message below or write your own:
PLEASE CONSIDER THE ENVIRONMENT BEFORE PRINTING THIS EMAIL OR ATTACHMENTS.
Thanks to emerging technologies and cloud systems, SMEs can easily transform the overflowing file cabinets into organised digital folders. Here’s how:
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Request e-statements
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Send and receive e-bills and e-invoices
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Use e-signatures
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Digitise HR processes with cloud based apps
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Use shared drives for internal documents
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Make printing harder