Document Services can help you create an efficient modern office
The paperless office was first mooted in an article in 1975. Forty years later, paper still features in the vast majority of offices – but many of us are now using it less. As organisations search for more efficient ways of working and consider IT options like Document Services to help them achieve their goals, the digital-first business has very much arrived.
Why now? It’s partly generational – younger workers are more likely to read documents on screen than print them out. And tablets are now commonplace, meaning digital documents can be read comfortably on a mobile device. The growth of cloud computing has also made digital document sharing easier and more familiar.
What are the strategic benefits of a digital-first office?
Organisations can change the way they do business
One of the biggest benefits of going digital is that it can improve the way your people in your organisation work together. It’s easy to collaborate on documents when you share them electronically on a server or the cloud – even if people work remotely. Everyone will see the latest version, and documents are often continuously saved. What’s more, you can locate documents quickly by searching for filenames or keywords, rather than rifling through that old filing cabinet or coffee-stained ring binder.
Documents are more secure
There are few things less secure than a paper document, which can easily get mislaid or destroyed. If it does, you may have no idea where it’s gone or how to recover it. On the other hand, a digital document can be kept on a secure server or cloud system, with remote backup to mitigate a disaster. You can restrict access to a digital document and track who edits and views it. This will really help with auditing requirements.
Delivering Corporate Social Responsibility (CSR)
If your business reduces the amount it prints, it will be more environmentally sustainable, and may well deliver to CSR business objectives. Being responsible towards the environment is a good thing in itself, and it helps make savings that can be redirected to strategic ends.
Be more efficient – save money, space and time
When you no longer print and photocopy as many documents, you start to save money – not least because you’re paying less for paper and toner. But the efficiencies go way beyond this. Think about all the space and expense that paper storage facilities such as filing cabinets take up. And that’s before you consider the cost of equipment (not to mention maintenance and repairs). Going digital can equally free up your staff from repetitive administrative tasks, and those irritating delays while the printer is being fixed.
Making the transition
Working digitally might be easy for the latest Silicon Valley start-up. But in many organisations, a printing culture runs deep, and business-critical information is often stored on paper. If you’re sold on the benefits of a digital-first office but aren’t sure where to start, the right Document Services solutions can help you make the transition.
Managed Print Services (MPS)
If your organisation needs to carry on printing for now, the right MPS provider can help you print smarter while nudging your organisation in a digital direction. Some organisations introduce a user authentication requirement to encourage people to take a step back before they decide whether they really need to print something. Another option is to make it easy for staff to create PDFs.
A good MPS provider will introduce innovative technologies to smooth the transition to the digital office, and maximise the benefits.
Solutions include:
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Intelligent workflow platforms – Once your key business information is available digitally, the right software can help you manage workflows effectively by breaking down silos and keeping everyone up to date. You may be surprised how much more efficiently you work across a number of different departments from accounts and HR to sales and marketing.
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Digitisation software – This allows you to create digital archives easily. You just scan documents and they’ll go directly to a destination of your choice, including cloud-based repositories. Some Document Services companies offer options like creating text-searchable PDFs or email notifications when a scan has been added to a folder.
Towards a paperless future?
Choosing the right Document Services solutions will be crucial as organisations increasingly work towards a more digital culture. A recent Quocirca survey of IT managers found that 72% said that they have some paper-free processes and are planning more. The same survey also revealed that companies are more likely to be confident about the transition to digital if they have brought an MPS provider on board. It’s not surprising that many organisations have a sense of trepidation, given the ramifications such a fundamental change will have. A reputable MPS provider is able to provide a balanced view, mapping out the cost and time savings and identifying process bottlenecks and other problems associated with paper-based workflows. The MPS provider can then produce a process map, making the benefits visible and tangible for the board.
Whether or not the future is paperless, it seems likely to involve less paper.
Takeaways:
- When you print and photocopy fewer documents, you will save money – but the efficiencies of a digital-first approach go way beyond this.
- You can restrict access to a digital document and track who edits and views it. This can really help with auditing requirements.
- It’s easy to collaborate on documents when you share them electronically on a server or the cloud – even if people work remotely.
- Once your key business information is available digitally, the right software can help you manage workflows effectively, by breaking down silos and keeping everyone up to date.
- The right MPS solution can help you print smarter, while nudging your organisation in a digital direction.