5 Ways to Cut Costs & Eliminate Paper from Your Office
Ever feel like your desk (and your life) is buried in mounds of paper? Not only are those piles of documents organizational nightmares, they are also potential money pits. The effort expended in trying to keep papers organized is zapping time that you could instead be using to get productive work done. Maybe it is time to think about going paperless.
Establishing an (almost) paperless office is good for you. It is also good for our planet. Save money AND become a green crusader by implementing the following five tips and their accompanying tools into your existing workflow.
Create a Paperless Organizational Scheme:
You cannot just start scanning documents wily nilly. You have to first decide on a plan for keeping your digital files organized, searchable and properly archived. Otherwise, the paper headache on your desk will simply become the paperless headache on your desktop. Remember these rules:
Choose clear & understandable file names
Make ample use of folders and subfolders
Keep folder size limited. 20 files per folder is a good size.
Use software that allows you to search not only files titles, but file content as well.
Use Digital Contracts:
Contracts are a vital necessity for every small business and freelancer. However, trees no longer have to be chopped down to ensure you are paid. Thanks to the E-Sign Act (put in place by Congress in 2000); digital signatures are now considered just as binding as their ink and paper cousins are.
Send Faxes to E-mail:
The fax machine can generate lots of unwanted, unnecessary paper. However, you are not tied to this office relic. Instead, use fax-to-email services to wipe out all this paper waste. These services will provide a phone number for incoming faxes, and will then send those documents straight to your e-mail inbox. In addition, when you need to send faxes out, you simply send them by e-mail and they will arrive in the receiving company’s fax machine.
Invoice Digitally: Do not send out client invoices using the antiquated paper/snail mail combination. Instead, make use of email and digital invoices to keep those payments coming in. With today’s internet invoicing systems, clients can pay you using credit card, echecks and PayPal, allowing you to receive the money owed that much faster.
Make Use of Your Smartphone: Finally, do not overlook the power of your Smartphone in the quest to go paperless. There is an array of apps available that allow you to take pictures of documents, such as receipts or business cards or even whiteboard presentations. You can then upload them to whatever cloud based storage system you have chosen, as well as e-mail them as PDFs.
Do not gamble with your business, back it up today and keep it safe. For more information on how DocQtek can setup a document management system for your firm, please contact us at 800-790-5340 or visit us on the web at WWW.DocQtek.com. You never know when disaster will strike!