7 Benefits of a Paperless Office Strategy(Last Updated On: October 16, 2021)
Let’s talk about the paperless office strategy and what it has to do with your daily office work.
According to Statista, the world’s three largest paper producing countries include China, Japan, and the United States.
One of the most significant contributors to paper usage is different businesses.
As the demand for this material increases, the more paper waste ends up in landfills.
That’s why company owners in both small and large enterprises, should think of a competent, paperless office strategy to become more eco-friendly.
But so should you, if you really care for the environment. You can make real changes in your office work so you can minimize paper waste or even reduce it to zero.
So, please read on to find out more about your important contribution.
Is Paperless Office A Reality or Not?
Paper is a significant material because it has lots of purposes. No wonder the paper production is still in demand even in these modern days. Many manufacturers use this material for packaging.
Even small business owners use paper such as printing essential documents and providing receipts to their clients. In the U.S. alone, 12.1 trillion sheets of paper are used every year.
Unfortunately, 25% of it gets to landfill waste, while 33% ends up as municipal waste.
Since the paper has many uses, it is indeed challenging to quit using it. Besides, most companies rely on this material for different transactions.
From communication to packaging, most people have been using paper in their everyday lives. That’s why some individuals are in doubt whether it is possible to achieve a paperless office.
Is a paperless office a reality or not? For some people, it is impossible to achieve it. Besides, they believe that using paper should not be a concern since it is a renewable source.
Little do they know that paper takes twice the energy used to produce plastic. Other than that, paper usage involves cutting down trees. Take note that it could take years to replace a full-grown tree.
One way to decrease the number of paper wastes ending up in landfills is to promote a paperless office strategy.
Although it seems hard to achieve, there are several ways to reduce your paper usage until you get to have a paperless office. Among these strategies is using digital documents instead of utilizing paper files.
Environmental Benefits of a Paperless Office
As someone dependent on paper, it is quite challenging to avoid using paper, especially in the workplace.
But it is more attainable when you opt for digitization, a process where you convert the paper files into electronic documents.
You can also motivate yourself if you know the benefits you can enjoy once you make your paperless office strategy a reality.
Here are some of the attractive benefits that you can have when you go paperless:
Save more time.
Using paper documents consume much of your time, from printing the documents to filing and organizing them.
You may also spend hours searching for a file, especially if you forgot where you placed it. Instead of using paper documents, consider digitizing the data to save more time.
Become more productive at work.
When you have more time, you can use it to do other productive tasks. Besides, digitized documents are more accessible and can be stored in a well-organized digital filing cabinet.
With just a few clicks, you can quickly grab the file anytime and anywhere you like.
Become more eco-friendly.
Who says loving the environment requires too much effort? You can become eco-friendly in many simple ways, such as limiting yourself in using paper. Remember, 42% of all the global wood harvest is converted into a document.
Would you allow the life-saving trees to be cut down? Although paper is a recyclable material, not all individuals commit to responsible waste disposal.
Be an advocate of a paper-free workplace.
As a concerned individual, you can promote an eco-friendly environment in your workplace by supporting digital documents. In the case that is inevitable in your company to be an entirely paperless office, at least try to minimize your paper usage.
Save more money.
Applying a paperless strategy in the office benefits the employees and the business owners.
When you digitize the documents, you don’t have to allot a budget for paper reams, which will be used for documentation.
The larger volume of paper you get rid of in the office, the more money you can save. Aside from that, you don’t need filing cabinets anymore since you can manage the electronic document digitally.
In a paper-free workplace, you don’t need to buy printers and ink anymore. Moreover, you can spend more funds since there is no postage to think about.
With the money you can save, you can spend it on more essential items you need in the office. Or you can use it to pay electricity and water bills.
Save more space in the workplace.
There are instances when paper accumulates faster than you can organize them.
Thus, you need filing cabinets and bookshelves to keep the paper documents. These cabinets and shelves take too much space in the workplace.
When you go paperless, you don’t need filing cabinets anymore. It is because everything can be digitized.
Thus, you can maximize the workspace and reserve it for other significant areas. Besides, this is good news for small company owners who are renting an office space.
Secure your files.
Paper documents can be destroyed, misfiled, or get lost. That’s why companies may be at risk when using essential documents. To boost security, you may opt for electronic records.
Know that there is document management software that has advanced security features that can protect the files. If you are sending crucial information, you can create a password-protected file.
In this way, you can only give the password to the person you send the data to.
Going paperless in the workplace could be impossible to achieve if you don’t know how to do it.
But it becomes more attainable when you equip yourself with the right paperless office strategy which can be promoted in the workplace.
It is indeed challenging to transition from being paper-dependent to becoming paper-free. But as you practice yourself and opt for digital ways, you can attain the goal of having a paperless work environment.