Old habits die hard. This is the reason many companies are still using paper in their operations. Though you might want to go paperless, your partners and associates might make it difficult. In some cases, people fear the expenses involved in setting up systems that will not require the use of paper. How can you avoid using paper and still run your business effectively?
Make provisions and also sign up for e-statements. This will avoid the depositing of utility bills and bank statements at your address or door. This makes you believe or buy the idea that you can operate without using paper. Your associates will pick your cue and help you avoid the paper. Always ask clients or customers whether electronic communication and systems are an option. You may even send these electronic systems alongside the printed versions.
Adapt necessary technology to facilitate the use of electronic communication. Your office must have the equipment to receive electronic communication, make filing and take appropriate action. Further, it should be easy to trace this communication and interactions. This requires persons with necessary tools, technology and expertise.
Pay your bill electronically and also allow your clients to also pay in the same way. Invoices can be sent electronically, action taken and the deal concluded without printing any document. You will need appropriate consensus, technology and understanding from both parties. Once the trend picks pace, it becomes easier to bring in the other operators.
Develop a system that will make it possible to consolidate information gathered and track the activities that are taking place. This is meant to generate evidence that can be used for accounting purposes. You may need a system for double verification so that the other party does not claim that a communication was not made. In case an issue of delivery of a document or communication arises, you will have a place to fall back to.
A digital signature will help you make approvals without requiring physical signatures. This requires a highly level of clearance. It should not be accessible to just anyone because it might be misused. Your associates and clients must also be aware of the use of digital signature. You must be consistent when making verifications and approvals online.
It is difficult to operate entirely without the use of paper. However, you must appreciate that it is a gradual process. Some activities can be completed without using paper. Develop a system that makes tracking of activity easy. This is an investment that requires consensus and trust between parties involved. Develop a system that is convenient and also accurate.
Make provisions and also sign up for e-statements. This will avoid the depositing of utility bills and bank statements at your address or door. This makes you believe or buy the idea that you can operate without using paper. Your associates will pick your cue and help you avoid the paper. Always ask clients or customers whether electronic communication and systems are an option. You may even send these electronic systems alongside the printed versions.
Adapt necessary technology to facilitate the use of electronic communication. Your office must have the equipment to receive electronic communication, make filing and take appropriate action. Further, it should be easy to trace this communication and interactions. This requires persons with necessary tools, technology and expertise.
Pay your bill electronically and also allow your clients to also pay in the same way. Invoices can be sent electronically, action taken and the deal concluded without printing any document. You will need appropriate consensus, technology and understanding from both parties. Once the trend picks pace, it becomes easier to bring in the other operators.
Develop a system that will make it possible to consolidate information gathered and track the activities that are taking place. This is meant to generate evidence that can be used for accounting purposes. You may need a system for double verification so that the other party does not claim that a communication was not made. In case an issue of delivery of a document or communication arises, you will have a place to fall back to.
A digital signature will help you make approvals without requiring physical signatures. This requires a highly level of clearance. It should not be accessible to just anyone because it might be misused. Your associates and clients must also be aware of the use of digital signature. You must be consistent when making verifications and approvals online.
It is difficult to operate entirely without the use of paper. However, you must appreciate that it is a gradual process. Some activities can be completed without using paper. Develop a system that makes tracking of activity easy. This is an investment that requires consensus and trust between parties involved. Develop a system that is convenient and also accurate.
About the Author:
Loris F. Anders is an office management specialist focused on optimizing workflow processes in document management. If you would like to learn more about Cloud Document Management Systems he suggests you visit his friend's to learn more.
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