In the U.S, there is one fax machine per every 19 people and each fax machine is used, on average, 1-2 times a day. With such low usage, why keep that clunky thing around? Businesses that cannot give up faxing should think about eFax, an Internet fax service for sending and receiving digitized faxes. It saves paper and space.
Cut down on printing
Try to minimalize paper usage by having only one printer, or as few as possible, depending on the size of the business. Save time and paper by sending documents in an email instead of walking them to your coworkers. Encourage them to do the same. When printing is unavoidable, use both sides of the paper. Little changes go a long way.
Share documents efficiently
Utilize Google Drive, Evernote, or some other internet-based, file-sharing system. Set up everyone with their own account so they can store or share. For meetings, allow them to use their laptops or smartphones to view documents, instead of printing handout or meeting notes.
Invest in LCD monitors
By investing in more computer monitors, and setting up each employee with 2-4 screens, you will not only double productivity, but your crew won’t have to fool with extra papers around their desk. Research, transcription, and viewing can all be done at eye-level. LCD screens typically last a very long time, making them a good investment.
Do some housekeeping
Unsubscribe from junk mail, switch to online bill paying, and ask that your monthly statements be digitalized as well. Enact a cleaning day, where you and your coworkers will sort through old documents, deciding what to trash and what to digitize.
Use your smartphone
There are plenty of apps that take pictures and then store the information, either in a cloud or file-sharing system. This takes so much less time than copying it down, taking it back to the office, and putting it in a file cabinet – never to be found again.
Don’t forget about E-signatures
The E-SIGN Act of 200 made E-Signatures legally acceptable. So, it’s okay. Utilize this and save space on signed documents. Just make sure you have a backup system.
Prioritize on hard copies
Let’s face it…there are some documents that should not be digitized. While it’s rare in this day and age to find a document that can’t be re-administered, having a few hard copies may give you peace of mind. Pick what has to remain tangible and move on.
Digitalizing professionals will tell you that committing to a new system is the first step toward action. Don’t worry about cleaning out the old documents before you start. You may get overwhelmed or sink back into old ways.
You’re almost ready to convert to a paperless office. If whatever’s left is still giving you Ataxophobia, Downtown Storage is here to help, offering document storage and management services. Never hesitate to call.