5 Ways to SAVE MONEY by going paperless

Let’s be honest, it’s a project you’ve been thinking about but you’ve been putting off: scanning in all those contracts and records and business documents. You know it will be a big job. You know it will be helpful in the long-term. But wow, what a task!

Don’t look at it that way. Instead, look at these five incredible reasons why document scanning will not only make life easier for you, but why it will save you a ton of money:

1) It Makes For Better Customer Service

No matter the nature of what you do, you want to offer the best customer service possible. That’s a given. Giving your customers a smooth, painless experience is one of the best ways to accomplish that. You want their phone call and/or visit to be quick, you want them to get satisfaction as fast as possible, and you want them to walk away happy.

Waiting around while the person helping them digs up a contract from two years ago or a medical document from four years ago is NOT going to make them happy.

The rapid response they can get when all your documents are scanned into the system, however, will result in a much happier client.

2) Employee Productivity Will Be Boosted

The bane of any administrative assistant or office work’s existence is paperwork. No matter how organized your office, no matter how good your employees, hunting down documents is going to eat up more of their time than should be necessary. Having all that paperwork right at their fingertips will let them worker smarter, not harder.

3) You Will Slash Your Operating Budget

In a paperless office that has put a good document scanning system into place, you won’t need to watch as countless hours are tossed away looking for paperwork that could have been found in a few seconds rather than a few minutes. Just do the math on our online calculator and this is apparent.

If it normally takes five minutes to find a key document in your old filing cabinets, and it instead takes 10 seconds when that document is scanned into the computer, an employee will have saved 100 minutes of work per day (based on having to retrieve 20 documents per day).

More math: At $12 per hour, you’re going to save nearly $5,000 per year on that employee alone.

4) Your Key Data Will Be Secure

These days, you hear a lot about “identity theft” and corporate espionage and the like, but you know what? The truth is that the biggest vulnerabilities for businesses with data to protect – legal offices, medical practices, contractors, those in the financial sector, and ANYONE with business secrets to protect – is what some call the “analog loophole.”

When it comes to your day-to-day business, the “analog loophole” is not what you expect: it’s your paperwork. It’s your printed documents. Rummaging through dumpsters may not make the news anymore, but it’s still the primary way people get access to key data about you, your employees, and your customers. It’s how they clone your checks, how they get your bank account and social security numbers, and more.

In other words, if you think protecting your business from digital thieves is a digital game, you’re wrong.

5) It’s Environmentally Friendly

This one is obvious, isn’t it? When you convert to a paperless office, you create an environment that is “green.” You lower your impact on Mother Nature, you use up fewer resources (which makes this one of the most beneficial money-saving office tips), and you let people know that you care about our collective future. The value of that can’t be measured!

The Real Cost of Paper: 15 Facts That Show What Your Business Spends (and Where it Can Save)

Doing as much of your business as possible in a paperless way isn’t necessarily about being “green.” Paper is expensive – and not just the cost of the paper itself.

document management

document management

A number of studies have looked at the cost of working with paper, and the results may be surprising. The numbers don’t lie: working with paper costs you time and money, impacts your productivity, and just plain serves as an anchor dragging your business down.

Take a look:

• Industry studies show that it costs companies $20 on average to a file a paper document. (This includes labor and salary costs, storage, office supplies, and other factors.)

• Gartner Research found that those in professional fields working with paper spend 50 percent of their time looking for information.

• That same study revealed that on average, professionals take 18 minutes to locate each document.

• On average, it costs American companies $120 to find a misfiled paper document.

• Lost documents become even more expensive, costing $220 on average to reproduce.

• On average, companies misfile about 20 percent of their documents. When coupled with the numbers cited above, those errors can get costly.

• Paper documents impact productivity. Studies show that upwards of $14,000 of productivity is lost per worker each year as a result of difficulties in finding data needed to complete their job.

• Paper costs add up. Citigroup conducted a study and found that if each employee saved just one sheet of paper per week, the company could save $700,000.

• The labor associated with paper usage adds up, too. One study showed that a $5 ream of paper ends up costing the average business $155 in labor costs associated with what is done with that paper.

• In terms of labor cost, your standard four-drawer filing cabinet will cost about $25,000 in man hours to fill with documents.

• That same four-drawer filing cabinet will cost about $2,000 per year to maintain. Again, this factors in storage space, labor, and other factors.

• Even today, office workers use a lot of paper. The average office worker uses about 10,000 sheets of paper per year. That’s two full cases of paper per employee.

• While this is changing, at the moment some 90 percent of business information exists only on paper. One fire, one accident, one flood, one theft and it’s gone.

• A study by Cooper & Lybrand found that 70 percent of businesses existing today would fail within three weeks if they had a catastrophic loss of their paper records.

• Cutting waste is easy. Industry studies show that the average business can cut paper usage by 25 percent by increasing the use of email and online services, and doing double-sided copying.


At this point, the facts speak for themselves. The traditional way of conducting business – on paper – is a relic that smart businesses are leaving behind.

What kind of business is yours?

7 Simple Ways For Your Business to Go Green

These days, everyone talks about “going green.” It might sound like a lot of expensive mumbo jumbo, but the truth is that it’s never been easier or cheaper do it.

And yes, it’s a good idea for any business. Even if you’re not inclined to go out and hug a tree, you’ll find that going green will save you money in the long term. And in business, the bottom line is everything.

Here are 7 reasons why going green is way easier than you thought:

green business

green business

1. You Can Pay Your Bills Online

Why are you still getting invoices in the mail? Why are you still writing checks? It’s 2015. You can do 90% of your banking and bill paying online.

2. Fax Machines Don’t Need Paper Anymore

The days of your fax machine spitting out reams of paper are long over. These days, you can have faxes sent straight to a digital document, no printing or scanning necessary.

3. Your Devices Come With Energy Saving Settings

You don’t need to have a great memory or bend over backwards to remember to power down your devices when not in use. Most will now have energy saving sleep settings that do it for you. Remember to configure things on your computer, laptop, tablet, and so on, and you’ll never need to remember again.

4. And If They Don’t, Affordable Surge Protectors Can Help

For devices that don’t have energy saving sleep settings, it’s easy to accomplish the same thing with today’s better power strips and surge protectors. Look for models that automatically power off when device are not in use, cutting back on so-called “phantom power usage.”

5. Scanning Services Do The Work For You

There is no need to burden yourself with scanning all your important documents in order to create digital archives and go paperless. There are third party services (such as ScanDoc) that can handle the workload for you. Once everything is in your system, keeping up with it in the future so you stay paperless will be a breeze.

6. Letting Employees Telecommute Is Painless

There is nothing to fear from letting certain employees telecommute. The technology that will let them work from home and for you to remain in close contact with them is well-established.

7. Rearranging Your Office Layout Is Free

Getting workstations near windows means you can utilize sunlight instead of lamps and indoor lighting, and depending on the weather, it means you can nix the heat or A/C. This means less reliance on using energy, and that’s the very definition of “green.” Plus it saves you money.

Didn’t realize some of this was so easy, did you? No more excuses. Even small business owners can bring their operations into the 21st Century – and the time to start is now.

Giving to Charity this Holiday Season is Good For Your Business

With the holiday season upon us, you’re going to hear a lot of talk about giving. ‘Tis the season, after all.

Most of that talk tends to be focused on individuals, but businesses can give, too – and they should. In fact, there are even sound business reasons to do so.

Of course, the very best reason to give is because it’s in your heart and you can to do some good. However, we recognize that business is business. That’s why we offer this list of 6 reasons why charitable giving is actually good for business:

Fantastic Tax Deductions

This one is obvious. Charitable donations are tax deductible. Be sure you donate to nonprofits that are approved by the IRS, but otherwise feel free to give as you see fit. The cash value of your donations is tax deductible, which means you can donate old vehicles, stocks, and in some cases even your time.

Develop More Loyal Customers

When you give to charity, you tell your customers something important about you: that you are a business that actually cares. That’s a powerful message and one that can help develop increased loyalty among you customers. Charitable giving humanizes you and brings your customers and clients closer to you, and that is priceless.

Get Your Customers Involved

Charitable giving can also be a way to get your customers more involved with what you do. By participating in or even hosting fundraising drives and charitable events, you can encourage your customers and clients to participate, get more involved in what you do, get to know your company better, and feel as if they gave a stake in what you do.

It’s An Added Benefit For Employees

While you should never make participation mandatory, taking part in charitable events can feel like a nice perk for employees. Going out to charity walks or taking part in some enjoyable local event is not only a fun way to serve a good cause, it makes your employees feel as if they are getting something extra, something they enjoy and like participating in. Basically, it’s like another benefit.

It Gives You More Publicity

Yes, this entry might seem a little crass and cynical, but it’s also the truth: when your company is involved with local charities, it gives you another platform to get your name and brand out in front of people. It’s for a good cause, too, so you can feel good about it even while reaping the benefits of having your name associated with a respected charitable organization.

It’s Just Plain Good

When all is said and done, the best reason for your business to be involved in charitable endeavors is because those charitable endeavors help people (or animals, or the environment, or whatever your chosen cause is). And at the end of the day, isn’t that what’s important?

So this holiday season, get with the spirit of the season and GIVE. Your business will be better for it.