Going Paperless by the Numbers

When it comes to creating a sustainable paperless business, many industries remain skeptical. How will a document management software infrastructure affect their day-to-day electronic workflow? What if other workers are slow to adapt? There are always a million questions when making a major workplace transition, and there are just as many sensible answers. For those looking for a crash course in this still-emerging technology, here is paperless by the numbers.

One: The number of project managers it takes to make a difference

Making the transition from a sea of filing cabinets, copiers, and paper stacks isn’t easy, but a well-organized project manager can make all the difference. From planning the briefing of the company on basic paperless practices to ensuring that every slip of paper is scanned, stored and shredded appropriately, complete focus should be placed on the task at hand. Lifestyle blog Be More With Less published a recent piece on incorporating paperless practices into everyday life.

“After you set aside what you are required to keep, decide what you really need and want to keep,” the source explained. “Reduce the paper clutter in your life by putting these ideas into action.”

Project managers should ensure they practice what they preach and understand that their leader is completely on board in and out of the workplace.

Two: The number of times project managers should check on a converting office

Document management software can take a while for an office to get used to, and project managers need to follow up after implementation to ensure that they remain on the ball. Without the watchful eye of a manager, more resistant employees may struggle with using the technology and maintaining their electronic workflow.

At the beginning of the transition, project managers should plan two follow​-up meetings – one about a month after the full implementation, the second about three months after.

Three: The number of old technologies that should be eliminated

Copy machines, printers, and filing cabinets should all be gotten rid of through scanning and shredding when implementing a paperless infrastructure. Forbes reported that different applications can be used to help the already-useful workflow improvements that come with the paperless lifestyle.

“Technology provides a host of smart tools to help your office reduce paper waste,” the source stated. “Every step towards a paperless environment will save you time, money, storage space, and clutter.”

Popular applications include paperless billing add-ons for purchases with certain products and specific video and chat apps to improve the electronic workflow of the average meeting.

Though this is only a cursory look at the interesting changes that can occur when an office decides to make the move to paperless, every business’s change is different.  Depending on the company’s size, decide what timeline makes sense and begin the exciting process of transitioning to an electronic imaging workflow.