Is it “go green or go home”? In this article, we’ll look at how eliminating office paper can lower the carbon footprint of your organization.
It’s been decades that information has been arranged using paper files and filing cabinets. However, this does not imply that physical paper records are the best choice. To create a paperless workplace, many organizations and employees across the globe are switching from physical documents to electronic document management solutions.
It is not necessary to go paperless to work. Visitor management software, e-signature software, and cloud-based collaboration tools have reduced our reliance on paper at work. And, as more people return to work, creating a better, the more sustainable workplace is critical.
Establish a paperless office policy
When people return to work, the best place to begin is by establishing your paperless office policy. Make it official and communicate it to your employees. Your paperless office policy can impose specific restrictions on your employees, such as the amount of paper, packaging, and office supplies they can use per month.
It can also simply outline your expectations for people to contribute to your office’s sustainability efforts. Whatever you decide, communication with your team is critical to the success and widespread adoption of paperless office policies.
Encourage reusing and recycling
You can create a greener workplace by promoting recycling and paper reuse. Set up recycling bins all over the office to collect paper waste and think about printing on recycled paper.
Another simple but efficient step towards a paperless office is to offer substitutes for common office supplies like paper towels. Think about using reusable towels in the kitchen and air dryers in the bathrooms. Also make sure to provide disposable cutlery, glasses, and plates so that people can use reusable alternatives in the office.
Instead of using paper copies, use cloud storage
Many businesses now use the cloud instead of hard storage drives. There are several cloud-based storage applications, each with varying levels of storage and functionality, including Google Drive, SharePoint, and Box.
To go paperless at work, cloud-based storage gives you the option to collaborate on documents digitally. Additionally, it guarantees that documents are safely stored and backed up, saving you the time and trouble of printing paper copies to keep on hand.
Utilize online tools
For that, an app exists. Indeed, there is probably an app for anything you want to do at work. Going paperless in the office is made possible by using apps and digital solutions. There is no justification for continuing to rely on paper or printed documents today, whether it be project management tools like Asana, communication tools like Slack or Teams, or note-taking tools like Evernote.
You can create and update items like meeting agendas using digital apps, which will help you create a paperless workplace that works for everyone.
Get rid of your paper and pen logbook
Paper visitor logbooks seem to be a thing of the past these days. On a paper sign-in sheet, participants write their names and employer. Although it seems simple, there are issues with this method’s efficiency and security.
Not to mention that someone will probably type the data up later for a digital record anyhow. These days, using digital sign-in software to log people in and out of your building is quicker, safer, and more effective. It also helps you save paper.
Put a visitor management system in place
A visitor management solution is a great way to make the sign-in process effective and paperless when it comes to digital sign-in software. Visitors can check in electronically by entering the necessary information on an iPad, including personal information, vaccination verification, and signatures.
You can avoid having different paper forms for various visitors by doing this. Additionally, it allows you to keep accurate and secure records of who has visited your location and track visitors digitally.
Make use of e-signatures
Electronic signatures on documents that are valid legally are now possible thanks to well-known technology. Digital signatures are offered for things like contracts and legal documents by businesses like DocuSign.
It also eliminates the need to print, sign, and physically store paper versions in the workplace by keeping everything in one location and securely stored online.
Migrate finance online
Due to the vast amount of historical data, the finance department is always the most challenging to move online. Checks, agreements, and other printed paper documents can be wasteful. If important information is printed out and left around the office or lost, it can also pose a serious threat to security.
The good news is that by adopting better cloud-based systems for billing, tracking, and analytics, many finance departments were compelled by the shift to remote working. Bill.com, Square, FreshBooks, and Xero are just a few of the online systems you can use for invoices if you haven’t already gone fully digital.
Consider paperless marketing
Instead of using outdated paper methods of communication, consider digital alternatives. Although direct mail campaigns can be successful, look for additional ways to connect with your audience. Proven marketing strategies include email campaigns, eBooks, blogs, social media posts, videos, and digital advertisements.
Be savvy regarding office supplies
Create purchasing policies that promote waste reduction. Pay special attention to strong, reusable, eco-friendly, and premium materials. To make future orders more efficient, keep track of usage and inventory of office supplies.
Building a paperless office need not be a major hassle; in fact, you probably already have a portion of one since everyone switched to remote work during the pandemic.