Imagine I am this homeless man and you just handed me two dollars. The good piece of advice I am going to give you is, “Knowledge is knowing a tomato is a fruit; Wisdom is not putting it in a fruit salad.” If you thought I was going to say "move your business to paperless" you were wrong and that is ridiculous. First, the homeless man does not know you own a business. Second, a homeless man would be oblivious to the amazing world of paperless business. Lastly, you paid for good advice. Moving your business to paperless is great advice.
Here are 5 reasons your business should switch to paperless:
1. Save A Hefty Chunk Of Money
According to the EPA, a paperless office saves roughly $80 per employee (annually) in costs related to paper, ink, toner, storage space, and postage. If you have an organization with 400 employees, this could total more than $32,000 per year. That's a substantial chunk of change for any company.
2. It's Cool To Be A Tree Hugger
Did you know that the average firm processes more than 10,000 pieces of paper each year? That's roughly 20 reams, or the equivalent of a small tree.
Now imagine if every business went paperless. We could save entire forests! The eco-friendly benefits of going paperless may not be as apparent as the savings related to cost and space, but they are definitely worthwhile.
3. Filing Cabinets Are Ugly And Take Up Space
One sheet of paper may not take up a ton of space, but tens of thousands of pages certainly do. Over the years, businesses can accrue boxes and boxes of files. These files have to go somewhere; they ultimately end up overcrowding office space (which isn't cheap). By going paperless, a firm can free up closets, boardrooms, and even entire offices.
Digital files, on the other hand, take no physical space on your premises at all. They're stored remotely and accessible from anywhere, which means you no longer have to waste overhead on physical file storage.
When files are digitally stored in the cloud, your organization instantly becomes more flexible. How flexible? Consider the following example:
Let's say your business is located in New York City and you're meeting with a top client in Los Angeles. On Friday afternoon, you're discussing a project with the client and need to refer to a specific file that's back at the office.
You call the office and suddenly remember that it's 7 p.m. on the East Coast. You're out of luck! You'll have to wait until Monday morning to get the file, or ask one of your employees to head in on Saturday morning to help you out. Very inconvenient on both fronts.
Now, if your office was paperless, all you'd have to do is log into your cloud account, search for the file, and show the client. The convenience of being a paperless operation can save a lot of trouble with regard to logistics and geography.
5. Be More Productive
First off, going paperless saves time. Instead of printing documents, filing them, and then having to search for them manually at a later date, your document retrieval process becomes as simple as holding down "Ctrl + F." This can eliminate a lot of wasted man-hours and allow your employees to use their time more for other tasks.
6 . *BONUS ROUND* Your Files Are More Secure
This is the number 1 misconception when it comes to moving your business to paperless. Storing documents in the cloud is safer than keeping sensitive files in an office. Digital documents are encrypted and protected by numerous layers of security, and access can be restricted to only a few individuals.
Furthermore, digital files don't run the risk of getting lost due to theft or fire, which are occasional occurrences for small businesses.
Here at Omega we understand that going paperless is a big jump and that security is your number one priority. Don't hesitate to give us a call or email us questions. We will gladly answer any issues you have