Converting to a paperless office with paperless office software and solutions.
Change is often a good thing, but transitions also often bring friction, especially in the early going. Workflows that have existed for years can be tough to modify, but older processes don’t have to be obstacles to innovation. With the right tools, communication, and deployment plans, your workflow transitions can be quite straightforward. If you’re ready to transform some of your traditional workplace processes with paperless office software, discover the steps to make it happen.
What is paperless office software?
Paperless office software is a set of digital tools that helps businesses transition from traditional paper-based workflows to electronic ones. It allows organizations to create, store, manage, and share documents digitally, reducing the need for physical paper. This software will usually include features like document scanning, digital document management, electronic signatures, workflow automation, and collaboration tools. Its main goal is to make operations more efficient, cut costs, enhance document security, and lessen the environmental impact of paper usage.
Why choose paperless office solutions?
Virtually every business focuses on solving unique challenges. With so much external focus on serving clients well, you and your staff may end up spending less time identifying internal process challenges that are slowing your work down.
For example, if your business relies heavily on paper resources and storage systems, you might end up spending lots of time tracking down important information in a proverbial paper haystack. Paperless office solutions may be your answer for solving multiple office problems related to paper all at once.
Discuss converting to paperless office software with the team.
Share the process-transition news with everyone in your office — even if you don’t think all your staffers will be affected by it. Share all the ways that going paperless will benefit your staff, management, and customers. Take time early to brainstorm issues with your older workflows that paperless office software can solve. Ask your team what a successful paperless transition should look like for all your groups with unique work functions.
Open discussions about change can help illuminate your office’s challenges. The more you communicate, the more you’ll uncover. And you may find new ways to improve other office workflows that you hadn’t previously considered.
Confirm features required for paperless office software.
When transitioning to a paperless office, key features are tools that will help with digitizing workflows, managing documents efficiently, and ensuring the security of digital files. When you go paperless, you’re choosing to work smarter, not harder. No more digging through filing cabinets to find patient records or employee files.
Below are some of the features to consider when selecting paperless office software:
- Document scanning. Convert physical paper documents into digital format for easy storage and access. For example, if your team works with several dense physical documents, they will need a document scanner to digitize them. They could also benefit from having PDF AI tools to quickly find information.
- Paperless document management. Organize and store digital documents for easy retrieval and version control. Save time by using data management software that allows you to easily search and sort through thousands of records. Trading in filing cabinets for cloud storage options will also save office floor space.
- Electronic signatures. Sign documents electronically and reduce the need for physical copies.
- Workflow automation. Automate routine tasks and processes to improve efficiency.
- Security features. Implement measures to protect digital documents from unauthorized access.
- Integration. Find compatibility with existing software systems within the organization.
- Better information sharing. Skip the hard copies and choose paperless office solutions for better information sharing. Instant messaging platforms, cloud-sharing apps, and email are all much faster than hand-delivering documents.
Create a transition plan for converting to paperless office software.
Think about all the ways your office uses paper — documents, file storage, information security, and so on. And then, work with your team to develop a transition plan. Here’s a plan template to get you started:
- Take inventory of all your physical documents.
- Set a goal of when to complete the paperless transition.
- Come up with an organizational system (if you don’t already have one).
- Scan documents and upload them with paperless office software.
- Use your paperless office software moving forward.
Keep communicating with your team before, during, and after going paperless in your office. You can also offer software training that teaches everyone how to use the new system.
Set a timeline goal for converting to a paperless office.
Set a timeline goal for converting to a paperless office. Doing so provides clarity for finding and implementing paperless office software and helps in resource allocation. Depending on an organization’s size and complexity, a goal within three months may be suitable for smaller businesses, while larger organizations may need three to six months or longer for a transition without disruptions.
Streamline going paperless with paperless office software.
Project management applications make the workday easier for employees, managers, and business owners. An organized plan that’s accessible anywhere in the office benefits everyone on your team.
Plus, some apps automate repetitive tasks like setting deadlines or assigning projects. The more you automate and delegate tasks, the more you can achieve each workday.
Discover more about what you can do with Adobe Acrobat for business to help streamline the process of going paperless.