5 Tips To Save Money NOW by Ditching Paper

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!

4 Major Reasons to Switch to a “Digital Office”

Go back 15 or 20 years, and the idea of a “digital office” was a lot of marketing speak and daydreaming about the future.


Today, it’s a reality. Many businesses have moved a large percentage of their operations to a digital environment.

Whether it’s shuffling paperwork, communicating with a far-flung staff, dealing with customer orders and more, going digital has proven to be a big boon for businesses that do it, no matter their size. Here are 4 reasons why:

1) You Can Measure Your Success

Your successes and failures are far easier to quantify in numbers when you’ve converted much of your business’s operations to a digital format.

Yes, you can compile reports on paper, too – businesses have been doing it for centuries – but for the first time in history you can see the performance of your business in real time, down to the hour.

From entire departments to individual employees, measuring your efficiency and productivity and figuring out how to be better at what you do is never easier than when you work with a “digital office.”

2) You Can Work Faster and More Efficiently

Digging through filing cabinets, tracking down old documents, filing away paperwork, looking for data for a customer or client – this stuff is the bane of offices everywhere.

It takes time, it takes resources, and it takes your employees away from doing the things they should be doing.

When you’ve moved to a more digital environment (especially if you’ve had many of your documents scanned), all of this is just a mouse click away. Documents, data, files, info – click and you’re done. That makes your staff more efficient, and that saves you money.

3) You Can Enhance Office Communications

They say communication is key, and that’s never truer than in business. Whether it’s with people outside the office or internal communication, digital is the way to go. Instant communication with IM services, easy archives with email, the ability to easily pass documents between staff members, and so much more.

Remember the days of struggling with faxes and problems arising from miscommunication? Those days are over for businesses that have embraced modern technology.

4) You Can Eliminate Wasted Space

At one time, having any sort of business meant devoting at least some space to filing cabinets – and depending on the nature of your business, that could be a LOT of space. For medical professions, those in financial services and others, storing documents meant devoting entire rooms just to cabinets packed with paperwork.

Those days are over.

With digital document scanning and retrieval, you no longer need to devote space to drawers and drawers full of documents. They can all be stored digitally. You can even store them in the cloud so they can be retrieved from anywhere, at any time.

The world of small business has changed. Have you changed along with it?

10 Easy Ways to Streamline Your Operations and Save Your Business Money

Running a business in 2017 isn’t like it used to be. The days when you could run a business with a Rolodex and some index cards are long over.

That’s not a bad thing, though. Embracing a modern approach can actually save you money and make your business more efficient.

It all starts with your employees. Here are 5 ways a modern approach to managing your staff can save you money and improve your efficiency:

1. Allow Employees To Work Remotely

Not everyone needs to be in the office 40 hours a week. Save energy, fuel, and other resources by allowing some employees to work from home a few days a week.

2. Encourage Carpooling

Helping your staff save money on gas, tolls, and wear and tear on their cars is key; boosting staff loyalty to one another will be a nice side effect.

3. Share Work Space

When coupled with employees working remotely, save work space by allowing two staff members to share the same desk. Each works 20 hours in the office and 20 at home, sharing the same workspace.

4. Cut Expenses Instead of Staff

Laying off staff is the easy way to cut expenses, but it’s short-sighted. Your employees help you better serve your clients. Instead, cut expenses first and operate more efficiently.

5. Consolidate Business Trips and Deliveries

Don’t make separate trips to drop off this product and have that meeting and so on. Work out your scheduling so trips are consolidated as much as possible.

This saves you fuel, energy, time, and money.

Once you’ve embraced a more digital, 21st Century way of doing business, you’ll want to pursue some “green” initiatives to cut costs and streamline your operations.

Don’t be fooled: “green” doesn’t mean you’re an environmental activist, it just means that you’re cognizant of the resources you’re using – and resources cost money!

Here are 5 “green” ways you can become a more efficient business:

1. Utilize The Cloud

“The Cloud” is just a fancy term for remote computing. Use cloud storage, online apps, virtual file sharing and other features to streamline your reliance on in-office technology.

2. Go Paperless

Use document scanning, digital, archives, the cloud and more to your advantage. Even if you can’t convert to a 100% paperless office, any move in that direction will save you money in storage and payroll costs.

3. Cancel Your Print Subscriptions

Newsletters, business magazines, membership publications. This stuff is a relic and a waste of resources. Cancel those subscriptions and get them digitally instead. Almost any modern company will offer a digital alternative – and if they don’t, send them a message by saying no to print.

4. Try To Barter

Trading your expertise for other goods or services can be a big savings for you. What you do have value to other businesses, and vice versa. Find ways to make bartering work for you.

5. Use Non-Traditional Marketing

Legacy media is expensive. Instead, look towards social media, SEO, YouTube videos and more. These modern methods are better for your bottom line.

The way ahead may not mirror the way businesses have traditionally operated, but those who are ready to succeed are also ready to embrace those changes. Are you one of them?

How Giving to Charity 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.