Paperless Office: Benefits of Going Paperless & Tips to Embrace Digitization

Today's offices largely depend on paper-based systems, despite the availability of technologies that allow reducing paper use, if not deleting it. In fact, an average US worker uses about 10,000 sheets annually, which is 1-1.5 trees cut. The number of office workers currently employed in the US reaches 754,633. Scary, isn’t it?

The problems associated with paper usage are no less daunting, as handling paper operations reduces the team’s efficiency, impairs productivity, and costs companies a lot of money. And this is only half of it. Keep reading to learn about the perks of going paperless in the office, alongside the tips to transform your workplace.

Why It’s Worth Going Paperless in Office

• Saving money: implementing a paperless office helps companies save funds spent on purchasing paper, as well as printing, storing, and sharing documents. This also reduces data recovery costs in case a document is lost or damaged. 
• Increasing productivity: office workers often spend about 30% of their time searching for documents in physical cabinets, which prevents them from being productive. By embracing digitization, all the files can be organized and indexed. This makes information more accessible and quicker to find. Hence, employees have more time to complete high-priority tasks.
• Enhancing security: storing documentation in the digital environment helps to keep data safe and eliminate security breaches. You can safeguard information using passwords, encryption, or electronic signatures, ensuring the documents are well-protected against theft, misuse, and unauthorized changes.
• Helping the environment: introducing a paperless initiative helps reduce the number of trees cut down for paper production and the energy used to process them. Digitizing the office also contributes to a lower carbon footprint, making our environment healthier.
• Promoting collaboration: in a paperless office, workers no longer need to crowd around a small table to discuss a contract or negotiate a new agreement. They can collaborate on a file in real time, wherever in the world they are. Every team member is also able to share, view, and update documents without printing them.

How to Go Paperless in Office: Best Tips & Strategies

There are clearly a lot of benefits of switching to a paperless office. But how to do this efficiently? The following tips and strategies will help you digitize the way you handle documents at work.

Leverage the Power of PDF Format

PDF is the most common file format in the world, and for good reason. Supported by all devices and web browsers, the format ensures universal accessibility of documents. This allows businesses to share information with their clients, partners, and employees without worrying about compatibility issues. At the same time, PDF preserves file integrity and retains its original formatting regardless of the platform or software used. The format also has robust security features, integrates with different document management systems, and enables collaborative workflows.

Use Efficient Document Management Software

Once you decide to go paperless, find high-quality software for managing documents. The most popular options businesses choose to include:

• File editors and converters
• Electronic signature solutions
• Encryption and password protection tools
• OCR software

However, there’s a convenient online service that successfully blends the functionality of all these tools – PDFGuru.com. The platform fits a wide range of business needs and serves as an indispensable assistant in any paperless office. Here’s how you can use it:

• Switch between dozens of document formats using an instant PDF converter
• Edit files (modify text, change fonts, add tables, shapes, and charts, insert images, make comments, etc.)
• Fill out forms
• Protect files with passwords and encryption
• Create electronic signatures
• Interact with content using AI
• Organize pages
• Split and merge files
• Create PDFs from scratch
• Extract handwritten or printed text from scans and images

Take Advantage of Cloud-Based Storage

Dedicated cloud-based services allow you to keep all your files at hand and access them through any device. These platforms also come with a range of collaborative features so that teams can work on documents simultaneously. The most popular cloud-based services to create a paperless environment at work are:

• Microsoft OneDrive
• Dropbox
• Google Drive
• Amazon Web Services
• IDrive
• Proton Drive

Abandon Notepads in Favor of Note-Taking Apps

Taking notes throughout the workday is important, but you do not necessarily need a notepad to capture all the relevant information. Indeed, many specialized apps may serve you as well as, if not better than a piece of paper, as you can edit, organize, and customize content right away. In addition, it’s easy to share notes with colleagues and find the needed information. Try out these apps to go paperless:

• Notion
• ClickUp
• Evernote
• Microsoft OneNote
• Joplin

Encourage Using Paper Alternatives

Promoting a switch to sustainable paper alternatives is a great way to create a greener working environment. For example, such well-known office staples as paper towels can be easily replaced with reusable cotton towels in the kitchen and hand dryers in the bathroom. Another smart idea is to provide reusable plates, glasses, and cutlery instead of paper ones. You can also opt for hemp paper, especially when it comes to creating product labels and business cards.

Final Thoughts

Going paperless is a critical step for companies aimed at cutting expenses, boosting efficiency, and promoting environmental sustainability. As daunting statistics about paper use drive the urgency for change, modern digital solutions and document management tools offer a great path forward. Accessible for everyone, these technologies streamline business operations and help keep documents well-organized, proving the diverse benefits of going paperless.