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Wednesday, 19 January 2022 13:50

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Six Tips For Going Paperless in Your Small Business
Paper documentation is a major part of every business for years. But is it the best option? Simple answer, No!

Paper is expensive and detrimental to the environment. Going paperless is a great way to save costs and reduce your company’s footprint on the environment. Paperless office tools like e-signatures and electronic invoicing platforms are widely available and relatively cheap.

There’s never been a better time to be a hero and go paperless. Here are a few tips to help your transition to becoming a paperless business.

Why Should You Go Paperless?

Going paperless will save you a ton of money on papers, printers, and ink. But that isn't the only reason why you should go paperless. If you care for your environment, you will cut down on paper drastically. Reports show that 40% of the waste in the U.S. is paper.

Here are some statistics that highlight the negative impact of paper production on the environment:

  • 1. An A4 paper requires 10 liters of water per sheet. Going paper-free would support earth-friendly efforts like water conservation.
  • 2. Over 30 million acres of forests are destroyed annually, and 40% of the world’s commercially cut timber is used for the production of paper.
  • 3. The paper industry is a big contributor to deforestation and is partly to blame for the endangerment of some species that live in the forest.

How to Go Paperless In Your Small Business

If you have chosen to go paperless, we (AuthorizeDoc) are proud of you! Going Paperless is a step-by-step process, and you don't have to have to transform overnight - all you need is a strategy! Here are six tips to ensure you have a smooth transition to becoming a paperless business: Use E-signatures

Using E-signatures

Using E-signatures for your office saves you the time and money of printing paper documents to sign contracts and agreements. E-signatures are legal and allow you and your clients to sign and review documents from any part of the world. To get started with e-signatures for your business, sign up for AuthorizeDoc for a free (days) trial.

Google is your friend

Google offers a suite of apps that can help you cut down on the number of papers you need. Save and store your files through Google Drive. Use Google Chat, Mail, and Meet to communicate with your staff and clients.

Sign up for e-signatures

If you are looking to go paperless, the first thing you should embrace is electronic signatures. Electronic signatures save you money and time on paper documents for signing contracts. To get started with e-signatures, sign up for AuthorizeDoc and start signing documents with your signature.

Paperless Billing

Every time you send a paper bill, you’re not only incurring more cost to your business, but you are also adding to the environmental impact caused by paper. Online billing costs less money and has no negative impact on the environment. Sending your invoices electronically allows you to get the invoice to your customers in seconds, which means you will get paid faster without hassle.

Set Up Fax To Mail

Most businesses still use faxes to date, and recovering faxes means more paper. However, most printers today can send faxes as PDFs and email them. Online fax services also allow you to send and receive E-faxes.

Use the cloud for document storage

Storing files in the cloud not only allows you to cut back on paper printing. It also saves you money and allows your team to access office files from anywhere. With cloud storage, you and your team can work from anywhere in the world.

However, you first need to find a cloud-based document storage software that's suitable for you and your team. Then scan all your files and store them digitally on the cloud.

Remove printers from the office

If you want to stop something, get rid of anything that reminds you of it. If printers are still accessible in your office, they will continue to be used. But if you remove all the printers in the office, no one will use them.

Train your team

Explain to your team why you are transitioning to paperless, and how they can also be involved in the process. Remember, you can’t do it all alone, you need your team’s support and involvement to make the transition work.

Final Thoughts Once you've decided to go paperless, remember to take it bit by bit and not rush into it.

Trying to transition all at once could put a lot of stress on you and your team, especially if you have a busy business. So it’s best to focus on one area at a time and grow from there.
More in this category: « Documents and digital signing

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