Why is a paperless office good? Here’s what to tell your coworkers

Paperless Office
If you’re working in an office that runs primarily on paper, you’re at a disadvantage. And that disadvantage will only get worse as time goes by. As companies convert to paperless processes, it will get more difficult for paper-only offices to keep up the pace.  Thanks to the effectiveness and efficiency of paperless technology, the competition will have more efficient processes, better customer service, quicker communication, faster document processing, more efficient billing, and on and on and on. 
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If you are running a paper-only office, you won’t stand a chance. You’ll take longer to complete the same work, and customers and other businesses will move on to the company that can deliver faster.

Let’s say, for example, you work in a paper-loving insurance office and one of the clients wants to start a policy. Sure, you can gather a lot of the information you’ll need from them over the phone, but to get the policy started, you’ll need their signature.

If you’re in a paper-only office, you’ll print out the needed documents, and then those papers will sit on your desk until your client can find the time to drive to your office and sign them. Or, you could send the documents in the mail, and wait for the client to receive, sign, and return them in the mail to you.

Either way, each method takes more time, delaying the start of the policy, and the needed coverage.

Now let’s imagine you work in a paperless office. You take the same phone call, draft the same policy, and then send your client a link to a portal where they can immediately view and e-sign the documents. Upon the instance of the digital signature, the insurance policy is in effect.

It’s easy to see how this e-signing scenario could apply to many businesses. 

The simple ability to use digital documents and signatures saves a massive amount of time in cases like these. And clients and professionals alike, prefer getting things done faster.

 

Companies are adopting paperless office technology for all the benefits it brings. Some of these include:

  • Quick communication
  • Efficient tracking
  • Easier collaboration
  • Central document storage
  • Easy document access
  • Industry-specific apps and software to automate functions
  • Easier and more reliable bookkeeping
  • Better inventory tracking and ordering
  • Automated payroll and invoicing

 

Really, at this point, the list of specialized paperless applications businesses can use is gargantuan. Not only are there standard apps, software, and hardware that any business can use, there are also specialized products that solve industry-specific needs.

So why then, is there still resistance to converting to a paperless office?

Often, people spend a lot of time and mental effort to become good at their jobs. They learn a way of doing things that works for them. Until not too long ago that mode of working was in an office that used paper. 

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