As we close 2010 and look to 2011, many small businesses and individuals are thinking of ways to implement ideas for an organized new year. Now is the time to take those ideas and put them into action. There is nothing more frightening then a desk filled with receipt after receipt, mail envelope after mail envelope. Going paperless, though it sounds like a lot of work, is much easier than you think and can really streamline your procedures and make for a more organized work flow. There are many things to consider when making the commitment:
- How much of your office do you want to convert and is it something you want to implement going forward or convert previous years?
- What new equipment will be needed and does it fit within your budget? A scanner that can accommodate how much paper you will be scanning is needed as well as a document management system to hold all your digital files.
- How will you handle going paperless on an ongoing basis? Policies and procedures will need to be changed to keep your office paperless on an ongoing basis.
The main benefit is cost savings. Paper costs money; for printing, mailing, paper supplies, storage for all the paper and storage space, this can all be reduced. By having all records in a central place, allows you to have quicker response time to clients or customers because the information is easily accessible.
The amount of space it takes to store all of this paper will be greatly reduced. Of course this will be a gradual process, especially if you plan to implement on a "going forward" basis. Document security is an added advantage but it is important to make sure you have a good back-up plan for all your digital files and records. There are many inexpensive options such as box.net, dropbox.com or mozy.com.
PacWest Accounting has already started the transition for many of its small business clients and individuals looking to eliminate the headache of papers and receipts by implementing a paperless system. Have I tweaked your interest at all? Stay tuned for more ways to reduce the headache of mounds of papers and receipts and streamline your businesses or personal information so that you can focus your time on what really matters. If taken one step at a time, switching to a paperless office doesn't have to be as scary as you think.
